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University of Rochester
School of Medicine and Dentistry
Student Handbook and Policies
Updated: September 20, 2024
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INTRODUCTION
This official student handbook has been compiled to inform students about institutional policies
as well as to identify many services and resources that may be of value during their training at
Rochester.
The policies and guidelines of the School are dynamic – constantly being improved through the
efforts of students, faculty, and administration. We publish the official handbook in a web-based
format and send students periodic updates. All policies are subject to improvement and revision
at any time.
We hope students find these materials to be useful. Should students have any comments,
concerns, or questions, they should contact their Advisory Dean or any staff member in the
Student Services Center.
Sincerely,
David R. Lambert, M.D.
Senior Associate Dean for Medical Student Education
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Table of Contents
INTRODUCTION ................................................................................................................................................................. 2
I. ADMISSIONS ............................................................................................................................................................. 8
FALSIFICATION OF ADMISSIONS INFORMATION ......................................................................................................... 8
Academic, Behavioral and Professionalism Expectations of Accepted Candidates: ..................................................... 8
VERIFICATION OF ELIGIBLITY FOR MATRICULATION ................................................................................................. 8
Verification of Backgrounds of Matriculates: .................................................................................................................. 8
Optional Background Checks: ........................................................................................................................................ 9
Review Committee: ........................................................................................................................................................ 9
Verification of Matriculates’ Identity, Citizenship/Immigration Status and State of Residency: ..................................... 9
Verification of Academic Credentials - Receipt of Final Transcript: ............................................................................. 10
USE OF LEGAL NAME POLICY ...................................................................................................................................... 11
II. ACADEMIC POLICIES, GUIDELINES AND PROCEDURES ................................................................................. 11
ABSENCES ACADEMIC RESPONSIBILITIES ................................................................................................................ 11
ABSENCES FROM COURSES ........................................................................................................................................ 11
ABSENCES FROM CLERKSHIPS ................................................................................................................................... 12
NOTIFICATION WHEN STUDENTS HAVE MEDICAL EMERGENCIES ........................................................................ 15
ACADEMIC PERFORMANCE AFFECTED OR CAUSED BY A DISABILITY ................................................................. 15
INFORMATION TECHNOLOGY ACCEPTABLE USE POLICY ....................................................................................... 15
COMPUTING AND ELECTRONIC COMMUNICATIONS POLICY .................................................................................. 18
ASSESSMENT POLICY ................................................................................................................................................... 24
COURSES ........................................................................................................................................................................ 24
CLERKSHIPS AND ACTING INTERNSHIPS .................................................................................................................. 24
REDUCING DISTRACTION IN THE TEST ENVIRONMENT POLICY ............................................................................ 24
MID-COURSE AND MID-CLERKSHIP FEEDBACK POLICY .......................................................................................... 25
Narrative Assessment Policy ........................................................................................................................................ 25
Policy Requiring Participation of Non-faculty in Programs to Teach and Assess Medical Students ........................... 26
Policy on Medical Student Supervision and the Delegation of Responsibility to Medical Students ............................ 26
DOUBLE HELIX CURRICULUM—TRANSLATIONS AND TRANSITIONS: GRADES .................................................... 27
COURSES AND ELECTIVES ........................................................................................................................................... 27
REEXAMINATION AND REMEDIATION POLICY FOR KNOWLEDGE-BASED EXAMINATIONS IN PHASE 1 AND
PHASE 2 COURSES ........................................................................................................................................................ 28
CLERKSHIP AND ACTING INTERNSHIP ....................................................................................................................... 29
GRADE APPEALS POLICY: ............................................................................................................................................ 33
Course Grade/Remediation Appeal ............................................................................................................................. 34
Clerkship, Elective, and Acting Internship Grade/Remediation Appeal ....................................................................... 34
Remediation ................................................................................................................................................................. 35
Course and Clerkship Director Responsibilities: .......................................................................................................... 36
GRADUATION REQUIREMENTS .................................................................................................................................... 38
Academic Schedule: ..................................................................................................................................................... 38
Completion of Required Experiences in Year of Planned Graduation: ........................................................................ 39
Medical Student Promotions and Review Board (MSPRB) Additional Mandated Academic Requirements for
Graduation: ................................................................................................................................................................... 40
Deferring Diploma Due to Outstanding Requirements: ................................................................................................ 40
Implications for Participating in Commencement: ........................................................................................................ 40
Clerkship Site Assignment Requests: .......................................................................................................................... 40
ELECTIVES ...................................................................................................................................................................... 41
Extramural Electives: .................................................................................................................................................... 41
International Clinical Electives: ..................................................................................................................................... 42
Reading Electives: ........................................................................................................................................................ 42
Approval Process for Students Engaging in Non-credit Bearing Electives .................................................................. 43
DROP/ADD POLICY ......................................................................................................................................................... 44
COURSEWORK AT OTHER U OF R SCHOOLS ............................................................................................................ 44
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ASSESSMENT DATA ....................................................................................................................................................... 44
Student Confidentiality:................................................................................................................................................. 44
Sharing Feedback about Faculty: ................................................................................................................................. 44
Student Participation in the Evaluation of Faculty and Curriculum: ............................................................................. 45
AAMC Student Questionnaires: ................................................................................................................................... 45
Follow-up on Incomplete Student Evaluations: ............................................................................................................ 46
Evaluations and Educational Experiences with Family Members: ............................................................................... 46
Avoiding the Appearance of Bias in Evaluations Due to Prior Relationships............................................................... 46
FINANCIAL AID ................................................................................................................................................................ 47
Financial Aid Eligibility: ................................................................................................................................................. 47
Loss of Financial Aid Eligibility: .................................................................................................................................... 48
Notification of Change in Eligibility ............................................................................................................................... 48
Appeals to Reinstate Financial Aid Eligibility: .............................................................................................................. 48
Financial Aid Probation:................................................................................................................................................ 48
Academic Research Track (ART): ................................................................................................................................ 48
Distinction in Community Health: ................................................................................................................................. 49
Distinction in Research: ................................................................................................................................................ 51
MEDICAL STUDENT PERFORMANCE EVALUATION (MSPE) ..................................................................................... 52
Deadline for Including Clerkship and Acting Internship Evaluations in the MSPE ....................................................... 52
Author of MSPE ............................................................................................................................................................ 53
Request for Review of the Advisory Dean Prepared MSPE ........................................................................................ 53
ALPHA OMEGA ALPHA HONOR SOCIETY ................................................................................................................... 54
GOLD HUMANISM HONOR SOCIETY ............................................................................................................................ 55
MEDICAL SCIENTIST TRAINING PROGRAM (MSTP) STUDENTS .............................................................................. 55
MD/PhD Program Performance Expectations: ............................................................................................................. 55
MD/PhD Program Requirements: ................................................................................................................................. 56
Scientific Reasoning in Medicine (SRM) ...................................................................................................................... 56
Longitudinal Clinical Experience for MSTP Students: .................................................................................................. 56
OPTING OUT OF EDUCATIONAL EXPERIENCES DUE TO CONSCIENTIOUS OBJECTIONS .................................. 57
Procedures for Advising the School about Conscientious Objections: ........................................................................ 58
Annual Deadlines for Requesting Accommodations for Conscientious Objections: .................................................... 58
Appeals Process: .......................................................................................................................................................... 58
PROFESSIONAL LIABILITY INSURANCE FOR MEDICAL STUDENTS ........................................................................ 59
RELIGIOUS OBSERVANCE ............................................................................................................................................ 59
Deadlines for Requesting Accommodations for Religious Observance: ...................................................................... 59
Appeals Process: .......................................................................................................................................................... 60
REVIEW OF STUDENT STATUS AND DUE PROCESS PROCEDURE ........................................................................ 60
Medical Student Promotions and Review Board (MSPRB).......................................................................................... 60
MSPRB Procedures: .................................................................................................................................................... 61
MSPRB Review of Academic Performance Issues: ..................................................................................................... 62
MSPRB Review of USMLE Performance: .................................................................................................................... 62
Appeals Processes: ...................................................................................................................................................... 63
Medical Student Promotions and Review Board Voting Members: ............................................................................. 64
Procedures to Avoid the Impact of Conflicts of Interest: .............................................................................................. 65
SELF DISCLOSURE IN THE COURSE OF LEARNING .................................................................................................. 65
SMALL GROUP ASSIGNMENTS ..................................................................................................................................... 66
STUDENT LEAVES AND WITHDRAWAL........................................................................................................................ 66
Fellowship Approval Process for Students in Good Academic Standing: .................................................................... 66
Leave of Absence (LOA): ............................................................................................................................................. 66
Temporary Academic Pause (TAP): ............................................................................................................................. 66
Procedure for Requesting a Temporary Academic Pause: .......................................................................................... 67
Approval Process for Other Leaves: ............................................................................................................................ 67
Medical Leaves: ............................................................................................................................................................ 68
Withdrawal: ................................................................................................................................................................... 68
TRANSPORTATION REQUIREMENT ............................................................................................................................. 68
UNITED STATES MEDICAL LICENSING EXAM (USMLE) ............................................................................................. 69
Students and Graduates: ............................................................................................................................................. 69
University of Rochester USMLE STEP 1 Policy: .......................................................................................................... 69
Independent Preparation for Licensure (IND999): ....................................................................................................... 70
University of Rochester USMLE STEP 2 CK Policy: .................................................................................................... 71
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DOCUMENTATION REQUESTS ..................................................................................................................................... 73
III. ADDITIONAL INFORMATION AND POLICIES ....................................................................................................... 74
EMERGENCY RESPONSE PROCEDURES ................................................................................................................... 74
NOTIFICATION AND ROLE IF THERE IS A BIOLOGICAL EVENT ................................................................................ 75
MEDICAL STUDENT RESPONSIBILITIES AT THE HOSPITAL POINT OF DISTRIBUTION (HPOD) CLINIC: ............ 75
NOTIFICATION FOR NATURAL OR OTHER DISASTERS ............................................................................................ 75
PANDEMIC EMERGENCY PREPAREDNESS PLANS ................................................................................................... 76
INTERNATIONAL STUDENT EXPERIENCES ................................................................................................................ 76
PRIVACY AND ACCESS TO ACADEMIC RECORDS .................................................................................................... 77
Faculty and Administration Access to Medical Student’s Academic Records ............................................................. 77
Annual Notice to Students: ........................................................................................................................................... 77
SOLOMON AMENDMENT AND THE RELEASE OF PERSONAL INFORMATION ....................................................... 77
STUDENT ID NUMBERS ................................................................................................................................................. 78
USE OF VIDEO AND AUDIO EQUIPMENT IN EDUCATIONAL SETTINGS .................................................................. 79
VIDEO, AUDIO AND RECORDING EQUIPMENT IN OTHER EDUCATIONAL SETTINGS ........................................... 79
IV. COMMUNITY SERVICE, RESEARCH, INTERNATIONAL MEDICINE .................................................................. 80
OFFICE OF MEDICAL STUDENT AND ENRICHMENT PROGRAMS (OMSEP) ........................................................... 80
COMMUNITY OUTREACH: STUDENTS OF ROCHESTER OUTREACH (SRO) .......................................................... 80
STUDENT RESEARCH .................................................................................................................................................... 81
INTERNATIONAL MEDICINE PROGRAMS .................................................................................................................... 82
International Clinical Electives: ..................................................................................................................................... 83
URSMD HAS RECIPROCAL EXCHANGE AGREEMENTS FOR MEDICAL STUDENT CLINICAL ELECTIVES WITH
SEVEN INTERNATIONAL INSTITUTIONS, THROUGH OMSEP: .................................................................................. 83
V. COMPLIANCE AND REGULATORY POLICIES ..................................................................................................... 84
ADMINISTRATIVE SUSPENSIONS................................................................................................................................. 84
ANNUAL ATTESTATION ................................................................................................................................................. 84
TECHNICAL STANDARDS .............................................................................................................................................. 85
Technical Standards Policy: ......................................................................................................................................... 85
URSMD Technical Standards (for matriculating students beginning with the Class of 2026) ..................................... 85
URSMD Technical Standards (for the Class of 2023, 2024 and 2025) ....................................................................... 87
CONFLICT OF INTEREST, TITLE IX AND GUIDELINES TO PREVENT THE MISTREATMENT OF STUDENTS
ATTESTATION ................................................................................................................................................................. 88
MEDICAL STUDENT BASIC LIFE SUPPORT (CPR) CERTIFICATION ......................................................................... 88
ELECTRONIC MEDICAL RECORDS (EPIC) ................................................................................................................... 88
Electronic Medical Record Documentation Policy for Medical Students: ..................................................................... 88
THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) - MANDATORY SESSIONS ....... 89
POLICY ON THE IMPLICATIONS OF INFECTIOUS AND/OR ENVIRONMENTAL DISEASE OR DISABILITY ON
MEDICAL STUDENT EDUCATION ACTIVITIES ............................................................................................................. 90
INFECTION PREVENTION GUIDELINES FOR UNIVERSITY OF ROCHESTER MEDICAL STUDENTS .................... 90
Needle Sticks, Cuts and Blood/Body Fluid Exposure: ................................................................................................. 91
Other Infectious Diseases: ........................................................................................................................................... 92
NYS MANDATORY INFECTION CONTROL & BARRIER PRECAUTIONS TRAINING FOR HEALTH PROVIDERS ... 92
NYS Comprehensive Infection Control Course ............................................................................................................ 93
MANDATORY URMC ANNUAL IN-SERVICE EDUCATION COMPETENCY EXAM ..................................................... 93
MEDICAL STUDENT IMPAIRMENT POLICY .................................................................................................................. 93
Impairment Related to the Use of Alcohol or Drugs: .................................................................................................... 94
Impairment Unrelated to Alcohol or Drugs: .................................................................................................................. 95
Implications of Infectious and/or Environmental Disease or Disability: ........................................................................ 96
NEW YORK STATE CHILD ABUSE REGISTRY ............................................................................................................. 96
PROTECTED HEALTH INFORMATION (PHI) ................................................................................................................. 96
REQUIREMENTS ............................................................................................................................................................. 98
New York State Department of Health: ........................................................................................................................ 98
University of Rochester Medical Center: ...................................................................................................................... 98
University of Rochester School of Medicine and Dentistry: ......................................................................................... 98
University Health Service (UHS): ................................................................................................................................. 98
URMC POLICY OF CONFIDENTIALITY .......................................................................................................................... 99
GRADUATE HOUSING .................................................................................................................................................. 100
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INTEGRITY HOTLINE .................................................................................................................................................... 100
VOTER REGISTRATION AND HIGHER EDUCATION ACT ......................................................................................... 100
VI. OFFICES FOR MEDICAL EDUCATION ................................................................................................................ 102
Admissions Office: ...................................................................................................................................................... 102
Advisory Deans: ......................................................................................................................................................... 102
Bursar’s Office: ........................................................................................................................................................... 102
Office of Medical Student Enrichment Program: ........................................................................................................ 102
Office of Curriculum and Assessment (OCA): ............................................................................................................ 103
Financial Aid Office: .................................................................................................................................................... 103
Offices for Graduate Studies: ..................................................................................................................................... 103
MSTP Admissions and Administration: ...................................................................................................................... 103
Registrar’s Office: ....................................................................................................................................................... 103
Student Affairs Office:................................................................................................................................................. 104
Student Services Center (SSC): ................................................................................................................................. 104
FACILITIES FOR STUDENTS ........................................................................................................................................ 104
Lockers: ...................................................................................................................................................................... 104
Mailboxes and E-Mail: ................................................................................................................................................ 104
On-Call Room: ............................................................................................................................................................ 105
Student Lounge (Room G-7647): ............................................................................................................................... 105
STUDENT COMPUTING ................................................................................................................................................ 105
VII. STUDENT CONDUCT AND RESPONSIBILITIES ................................................................................................ 105
ALCOHOL USE ON SCHOOL PROPERTY ................................................................................................................... 105
BEHAVIOR AND PROFESSIONALISM ......................................................................................................................... 106
Standards and Policies: .............................................................................................................................................. 106
Procedures: ................................................................................................................................................................ 106
Honor Board Recommendations: ............................................................................................................................... 107
INTIMATE RELATIONS .................................................................................................................................................. 107
POLICY ON INDUSTRY INTERACTIONS ..................................................................................................................... 109
MEDICAL STUDENT HONOR CODE ............................................................................................................................ 110
Definition and Purpose ............................................................................................................................................... 110
The Honor Code ......................................................................................................................................................... 110
Expectations of Medical Students: ............................................................................................................................. 111
Honor Board Composition .......................................................................................................................................... 113
Honor Board Members: .............................................................................................................................................. 118
PLAGIARISM .................................................................................................................................................................. 120
REPORTING DISRUPTIVE EVENTS AT STRONG MEMORIAL HOSPITAL (SMH) ................................................... 120
VISITOR ATTENDANCE POLICY .................................................................................................................................. 121
VIII. GUIDELINES FOR THE POLICIES, PROCEDURES AND REPORTING MECHANISM FOR THE
MISTREATMENT OF MEDICAL STUDENTS ................................................................................................................. 121
POLICIES FOR AN OPTIMAL LEARNING ENVIRONMENT .......................................................................................... 121
POLICY AGAINST DISCRIMINATION AND HARASSMENT (PADH) ............................................................................ 126
MECHANISMS TO REPORT DISCRIMINATION, HARRASSMENT AND DISCRIMINATION OF A NON-STUDENT . 127
MECHANISM TO FILE CONCERNS OF HARRASSMENT& DISCRIMINATION AGAINST A MEDICAL STUDENT ... 128
POLICY ON MEDICAL STUDENT WORK HOURS DURING PHASE 1 AND PHASE 2 ............................................... 130
POLICY ON MEDICAL STUDENT WORK HOURS DURING CLINICAL YEARS .......................................................... 131
IX. TUITION, DEFINITIONS AND RELATED POLICIES ............................................................................................ 131
TUITION AND FEES....................................................................................................................................................... 131
BILLING SCHEDULE AND ONLINE BILLING ............................................................................................................... 132
Assessment of Tuition and Fees: ............................................................................................................................... 132
Student Financial Account: ......................................................................................................................................... 132
Past due accounts: ..................................................................................................................................................... 132
Late Charge: ............................................................................................................................................................... 133
Credit and Payments: ................................................................................................................................................. 133
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Anticipated Credits in Lieu of Payment ...................................................................................................................... 133
SMD STUDENT REFUNDS ........................................................................................................................................... 134
Accessing UR Student for Refunds: ........................................................................................................................... 134
1098T Forms .............................................................................................................................................................. 134
TUITION, REGISTRATION STATUSES, DEFINITIONS AND FEES ............................................................................ 135
Student Fellowship: .................................................................................................................................................... 135
Extended Time Fee (ETF): ......................................................................................................................................... 136
Official Leave of Absence (LOA): ............................................................................................................................... 136
Broken or Lost Fees: .................................................................................................................................................. 137
Health Insurance: ....................................................................................................................................................... 137
Mandatory Health Fee: ............................................................................................................................................... 137
Pagers: ....................................................................................................................................................................... 138
TUITION AND FEE REFUND POLICIES FOR STUDENTS WHO WITHDRAW, INITIATE AN OFFICIAL LEAVE OF
ABSENCE, ARE MANDATED TO TAKE A LEAVE OF ABSENCE, OR ARE DISMISSED: ......................................... 138
Withdraw/Leave of Absence/Inactive Status Prior to the First Day of Classes .......................................................... 138
Withdraw/Leave of Absence/Inactive Status (including Dismissal) On or After the First Day of Classes ................. 139
Student Fee Adjustments: .......................................................................................................................................... 139
Date of Separation: ..................................................................................................................................................... 139
Students Receiving Title IV Federal Aid ..................................................................................................................... 140
Short-Term Emergency Loans ................................................................................................................................... 140
FEDERAL REGULATIONS CONCERNING PRIVACY AND CONFIDENTIALITY ........................................................ 140
X. SUPPORT SERVICES ........................................................................................................................................... 140
ADVISORY DEAN PROGRAM ....................................................................................................................................... 140
Review of Request to Change Advisory Deans: ........................................................................................................ 141
ACCOMMODATIONS ..................................................................................................................................................... 142
Accommodations for Students with Disabilities: ......................................................................................................... 142
Procedures for Requesting ADA Accommodations: .................................................................................................. 142
Appeals Process for ADA Accommodations .............................................................................................................. 143
Formal Process – Section 504/ADA Grievance Procedure: ....................................................................................... 143
Other Medical School Accommodations for Temporary Health Issues/Concerns (non-ADA): .................................. 143
Appeals Process for Accommodations for Temporary Health Issues/Concerns (non-ADA): .................................... 144
Anticipated Absences for Health Care: ...................................................................................................................... 144
ASSISTANCE FOR PREGNANT MEDICAL STUDENTS .............................................................................................. 144
MEDICAL STUDENT REPRODUCTIVE PROTECTION POLICY ................................................................................. 145
Advising the School about Opting out of Training: ..................................................................................................... 146
Appeals Process: ........................................................................................................................................................ 146
ACADEMIC SUPPORT SERVICES ............................................................................................................................... 146
Peer Tutors: ................................................................................................................................................................ 146
Study Skills Assistance:.............................................................................................................................................. 147
CHAPLAIN’S OFFICE .................................................................................................................................................... 147
UNIVERSITY COUNSELING CENTER (UCC) .............................................................................................................. 148
UNIVERSITY HEALTH SERVICE (UHS) ....................................................................................................................... 148
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I. ADMISSIONS
FALSIFICATION OF ADMISSIONS INFORMATION
A student who intentionally provides false or misleading information on an application to the School,
but who is enrolled before that is discovered, is subject to discipline, up to and including dismissal from
the School. The Medical Student Promotions and Review Board (MSPRB) shall decide what action is
warranted. If the information is learned through a report of the American Medical College Admissions
Service (AMCAS), and the student responded to or disputed that report under AMCAS’ procedure, the
student shall not be entitled to a hearing or appeal of any decision by MSPRB based on that report.
Likewise, if the student had the opportunity, but failed to respond or dispute the AMCAS report under
AMCAS procedure, he or she will have waived the right to a hearing or appeal at the University. If,
however, the University learns, from a source other than AMCAS, that the student included false or
misleading information on his or her application, the student shall have the same hearing and appeal
rights following an adverse action. (see MSPRB Appeals)
Academic, Behavioral and Professionalism Expectations of Accepted Candidates:
The University of Rochester School of Medicine and Dentistry requires a candidate who accepts an
offer of admission to complete the coursework and degree listed on the admissions application with a
comparable level of academic performance and rigor. In addition, the medical school’s standards of
conduct and professionalism extend to each candidate who accepts Rochester’s offer of
admission. The behavioral and professionalism expectations described in the Medical Student Honor
Code are shared during the admissions process and again in the offer letter. Consequently, the school
retains the option to withdraw an offer of admission to a previously admitted individual due to failure to
meet the academic requirements/standards and/or for behavioral and professionalism concerns that
are inconsistent with the school’s academic standards, standards of conduct, and Honor Code.
VERIFICATION OF ELIGIBLITY FOR MATRICULATION
Verification of Backgrounds of Matriculates:
Candidates who complete the application process for admission to the University of Rochester School
of Medicine and Dentistry all sign a statement on the supplemental application that states, “I certify that
the information in my application is accurate, complete and honestly presented. I also certify that any
information submitted on my behalf, including letters of recommendation, is authentic.”
As a part of the institutional commitment to protect the public and the patients who entrust Rochester
students with their health care, the school will verify via an Association of American Medical Colleges
(AAMC) facilitated process that the students who accept Rochester’s Offer of Admission:
• Do not have a sex offender status
• Do not appear in a criminal search
• Do not have aliases
In addition to protecting the public and patients, the school is taking an additional step to verify applicant
attestations regarding their identity and the reporting of fraudulent information. As is noted and agreed
upon by the signing of the supplemental application, any inaccurate information, misleading
information or omission will be cause for the rescission of any offer of admission, or for
discipline, dismissal, or revocation of degree if discovered at a later date.
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The school will coordinate additional required background check(s) (for example regarding child abuse)
for educational experiences with children and other vulnerable populations.
Optional Background Checks:
Some URSMD students planning away electives may be asked by the host institution to submit updated
criminal background check verification forms as a part of the application process for electives at other
schools. Since there are more schools requiring background checks for enrolled and visiting students,
the URSMD has put in place a plan to assist students in completing this process. Students will be billed
the cost of this additional background check.
Students who anticipate needing a background check should contact the OMSEP Administrative
Assistant. Upon receipt of the completed and signed release form, the Bursar’s Office will charge the
non-refundable service fee to the student’s account.
It is important to understand that the URSMD will also review and use the background checks it receives
for its own purposes. URSMD’s discovery of any inaccurate, misleading or incomplete information in
an application for admission, or its discovery of information that post-dates the student’s application
and is unacceptable to URSMD in its sole discretion, will be cause for a review of student status by the
MSPRB, which could lead to disciplinary action, including but not limited to dismissal or revocation of
the MD degree if discovered at a later date.
URSMD will send the original or a copy of the background check report to the other school(s) of
medicine to which the student is applying to participate in away electives. URSMD is not responsible
for any actions taken by any other school(s) to which the background check reports are submitted.
Please note: It generally takes two weeks to complete the background checks.
Review Committee:
A committee will review cases when adverse results are discovered from the background check, NYS
Child Abuse Registry or the annual attestation that there has been a change in criminal background,
arrest history and sex offender status.
Review Committee:
• Deirdre Flynn, JD, Senior Counsel for Litigation and Risk Management
• The Associate Dean for Admissions.
• Flavia Nobay, MD, Associate Dean for Student Affairs
With the exception of adverse results due to inaccurate information, misleading information and/or
omissions (which will be grounds for an automatic Review Committee rescission of an offer of
admission) students will have the right to appeal Review Committee dismissal recommendations to the
Medical Student Promotions and Review Board (MSPRB), whose decision will be final.
Verification of Matriculates’ Identity, Citizenship/Immigration Status and State of Residency:
Consistent with policies established by the U.S. Departments of Justice and Education and the
Association of American Medical Colleges, the University of Rochester School of Medicine and
Dentistry requires all matriculating students to verify their: (1) identity (2) United States citizenship or
immigration status and (3) state of residency. Therefore, student must bring the following
documentation to registration week:
Original (copies will not be accepted) and valid (not expired) documents that demonstrate identity,
citizenship and residency, as outlined below.
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1. Documents that Establish Identity, one of the following:
a. State-issued driver's license (or State Identification Card) with a photograph
b. Government issued Passport;
c. United States Military Card with a photograph;
d. Certificate of United States Citizenship;
e. Certificate of Naturalization; or
f. Alien Registration Card issued by United States Immigration to verify Permanent
Residency.
2. Documents that Establish Citizenship, one of the following:
a. Government issued Passport;
b. Certificate of United States Citizenship;
c. Certificate of Naturalization;
d. Birth Certificate issued by a state, county, or municipal authority, bearing a seal or similar
certification;
e. Alien Registration Card issued by United States Immigration to verify Permanent
Residency.
3. Documents that Establish State Residency, one of the following:
a. State-issued driver's license (or State Identification Card) with a photograph
b. State-issued registration certificate for a motor vehicle owned by the student; or
c. State-issued voter registration card.
Students who fail to provide original and valid documentation as outlined above may not be permitted
to register. Students will have until 3:00 p.m. of the final registration day to provide acceptable
documentation.
If there are compelling reasons why a student cannot secure the matriculation documents by end of
the last day of registration (prior to the first day of Phase 1 orientation), the student can formally request
and may be granted an extension to submit the outstanding information and be given a provisional
registration status. The request must be made in writing to the Associate Dean for Student Affairs and
received before 3:00 pm EST on the Friday before the first day of orientation. Students who have
outstanding matriculation requirements (transcripts, identity documents, etc.) will face an
Administrative Suspension. In addition to being charged a $100 fee, there will be an administrative
hold on their financial aid and no funds will be released until they are fully compliant with the
matriculation requirements. If the missing information is not submitted by the extended deadline, the
student will be denied the right to matriculate for that academic year.
For those students who are not US citizens, it is the student’s responsibility to notify the SMD Registrar’s
Office of any updates or changes to citizenship or immigration status. Students must bring their new
passport, permanent resident card, visa, or other immigration documentation to the SMD Registrar’s
Office for review and photocopying. Students cannot submit copies.
Verification of Academic Credentials - Receipt of Final Transcript:
The Medical School must receive an official transcript of each matriculating student’s complete
academic record before the student will be permitted to register. Exceptions are made only for those
students who have completed required courses the summer before their matriculation. They will be
permitted to register upon documenting the satisfactory completion of requirements via grade reports
or unofficial copies of their transcripts. The official transcripts must be in the possession of the
Registrar’s Office no later than January 1 to continue as a matriculated medical student. If not
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received by that date, the student will be placed on a mandatory leave of absence until the end of the
semester.
USE OF LEGAL NAME POLICY
All medical students will be required to use their LEGAL NAME on all official school documents and
records, except as outlined below. A student’s legal name is based on the verification of identification
documents presented during registration. The institution will only amend a student’s legal name
based on legal change of name documentation.
If a student provides a preferred first name (preferred), the medical school will:
• Include it on course rosters, along with the student’s legal first and last name [lastname,
Firstname (Preferred)]
• Use it in the student’s email address [preferred_lastname@urmc.rochester.edu]
• Use it in the Student Desk Reference used by faculty and students [Preferred Lastname]
• Use it on the student’s name pin* worn on their white coat [Preferred Lastname]
* The identification badge issued by the medical center will include legal name only
The school reserves the right to exclude preferred first names that have inappropriate content.
II. ACADEMIC POLICIES, GUIDELINES AND PROCEDURES
ABSENCES ACADEMIC RESPONSIBILITIES
It is the student's responsibility to keep the faculty, course/clerkship directors, clinical team in clerkships
and electives, their Advisory Dean, and the Associate Dean for Student Affairs informed about any
anticipated absences from classes, clinical or other scheduled academic responsibilities. All absences
(anticipated and emergency) must be reported by the student to the course/clerkship/elective director
by email with the student’s Advisory Dean included, and the Associate Dean for Student Affairs.
Absences from required activities including Advisory Deans lunch meetings will be tracked by the
school to identify patterns, which may indicate students, are in need of additional assistance and
guidance.
In the event of any personal or family emergencies that result in students being absent from academic
experiences, students are required to contact their Advisory Dean as soon as possible.
In some circumstances, absences may disrupt the continuity of patient care education experience and
require makeup time that is greater than the time absent. Notation of absences not related to healthcare
will be noted in narrative comments in the course or clerkship evaluation.
ABSENCES FROM COURSES
Attendance at whole class lectures is strongly encouraged, some specific all-class/large group
activities may be required at the discretion of the course director. Students should consult the
syllabus or ask the course director if they have questions. Attendance at small group sessions
including but not limited to Problem Based Learning, Team Based Learning, skills sessions or at any
exercise involving patients is required. Students must be present for the entire session. The overall
grading for the courses may be based, in part, on attendance. Students who anticipate missing any
required activities must contact the course director, their Advisory Dean, and the Associate Dean for
Student Affairs, via URMC email, as soon as possible, and request to be absent from the course,
required activity, or clerkship. This request must include the date of the absence and reason for the
request. The course director will make the decision regarding the absence request. In some
12 | Page
instances, students may be required to make up the session or course work missed. The makeup
activity is at the discretion of the course director and may be different from the original activity to
ensure that the objectives have been met.
Students who anticipate absences from classes, clinical or other scheduled academic responsibilities
for planned, short-term or continuity health care, must contact their Advisory Deans and the Associate
Dean for Student Affairs. Students do not need to disclose the nature of their needs. Without requesting
or revealing a student’s diagnosis or health care needs, the Advisory Dean/ Associate Dean for Student
Affairs will advise the course or clerkship director(s) about the student’s excused absence. Students
may be required to make up missed academic experiences.
If the nature and/or frequency of the release time in effect requires or results in a student not
participating in required educational experiences, the MSPRB will be convened to evaluate the
reasonableness of the requested release time and if granting such will substantially alter the depth and
integrity of the educational requirements for University of Rochester medical students.
Students enrolled in courses, including special, reading or research electives, are expected to complete
the coursework during the scheduled week(s). An Incomplete grade should only be given where there
is a compelling reason, as defined by the Incomplete grade definition. Fourth year students should plan
their residency interviewing for open slots in their schedule; they should not plan out of town or virtual
interviews while taking a clerkship, required and/or elective clinical rotation.
ABSENCES FROM CLINICAL EXPERIENCES
Students on clerkships, required and elective clinical rotations do not routinely receive any time off
from scheduled activities. Full attendance during all aspects of clerkships, required and elective clinical
rotations is expected as part of fulfilling professional role obligations regarding educational and patient
care responsibilities. Students should consult the syllabus or ask the clerkship/acting internship or
elective director if they have questions about specific requirements/activities. The overall grading for
the experience may be based, in part, on attendance.
Each required experience is scheduled by the prescribed number of weeks. These experiences are to
be completed on a full-time basis within the timeframe appearing on the student’s schedule. The
requirements for the clinical program cannot be scheduled in overlapping dates including extramural
electives. Students enrolled in courses, including special, reading or research electives, are expected
to complete the coursework during the scheduled week(s).
Fourth year students should plan their residency interviewing for open slots in their schedule; they
should not plan out of town or virtual interviews while taking a clerkship, required and/or elective clinical
rotation.
ABSENCES FROM CLERKSHIPS
It is the student's responsibility to keep the clerkship directors, their Advisory Dean, and the Associate
Dean for Student Affairs informed about all absences (anticipated or emergency) from classes,
clinical or other scheduled academic responsibilities. Absences from required activities including
Advisory Deans lunch meetings during Phase 3 will be tracked by the school to identify patterns,
which may indicate students who are in need of additional assistance and guidance. (Effective:
February 1, 2020)
Students who anticipate missing any required activities for personal or professional
(nonhealthcare/emergency related) reasons must contact the clerkship director, their Advisory
Dean, and the Associate Dean for Student Affairs, via URMC email, with as much notice as
possible, and request to be absent from the required activity or clerkship. This request must
include the date(s) of the absence and reason for the request.
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Time up to two days away from each rotation (no more than one day away for rotations shorter than
four weeks) may be granted by the clerkship director for advanced professional and/or personal
circumstances when arranged with sufficient notice (see Clerkship Absence Request Table below for
contacts). It is expected that the student making such a request will do so as much in advance as
practical. In some instances, students may be required to make up the session or course work missed
and this must be discussed with the clerkship director. The makeup activity is at the discretion of the
clerkship director and may be different from the original activity to ensure that the objectives have been
met. In some circumstances, absences may disrupt the continuity of patient care education experience
and require makeup time that is greater than the time absent. Notation of absences not related to health
reasons and/or emergencies may be noted in narrative comments in the course or clerkship evaluation.
Longer time away will not be granted except under extraordinary circumstances and at the discretion
of the clerkship director.
NOTE: This means that fourth year students should plan their residency interviewing for open slots in
their schedule and they should not plan out of town or virtual interviews while fulfilling academic
requirements.
In the case of unexpected absences for urgent reasons (e.g., unexpected health concerns,
personal/family emergencies, crisis), the student must make every effort to notify the clerkship director,
their Advisory Dean, and the Associate Dean for Student Affairs of their absence. Upon return to the
clinical rotation, the student must notify the contacts above of their exact return date and must discuss
the circumstances of the absence with the clerkship director, at which time any remediation of the
absence will be determined based on the situation.
Students who anticipate absences from classes, clinical or other scheduled academic responsibilities
for planned, short-term or continuity health care, must contact their Advisory Deans and the
Associate Dean for Student Affairs. Students do not need to disclose the nature of their needs. Without
requesting or revealing a student’s diagnosis or health care needs, the Advisory Dean/Associate Dean
for Student Affairs will advise the course or clerkship director(s) about the student’s excused absence.
Students may be required to make up missed academic experiences.
If the nature and/or frequency of the release time in effect requires or results in a student not
participating in required educational experiences, the MSPRB will be convened to evaluate the
reasonableness of the requested release time and if granting such will substantially alter the depth and
integrity of the educational requirements for University of Rochester medical students.
Each required clerkship experience is scheduled by the prescribed number of weeks. These
experiences are to be completed on a full-time basis within the timeframe appearing on the student’s
schedule. The requirements for the clinical program cannot be scheduled in overlapping dates including
extramural electives.
Students enrolled in clerkships are expected to complete the coursework during the scheduled week(s).
An Incomplete grade should only be given where there is a compelling reason, as defined by the
Incomplete grade definition. Fourth year students should plan their residency interviewing for open slots
in their schedule; they should not plan out of town or virtual interviews while taking a clerkship, required
and/or elective clinical rotation.
Phase 4 clinical course directors recognize that some required courses may need to be taken during
residency interview season and want to support students’ future careers. Students should keep in mind
that there are often events around scheduled interviews either the night before or after interviews that
may impact clinical work. Course directors have agreed that if students need to do an interview during
a clinical rotation, the time will need to be made up and must still meet the other requirements above.
14 | Page
Clerkship Absence Request Table
The reasons for absences will never be shared with the clinical team for any type of absence
The clerkship coordinator will be made aware of absences for scheduling purposes
Type of
Absence
Pre-
Approval
Required
Examples
Number of
days
allowed
Contact for
request
Decision
maker
Remediation
Required
Emergency
(No
advanced
notice
needed)
No
Unexpected Health
issues,
personal/family
emergencies/crisis
Situationally
Dependent
To:
Clerkship
Director
Associate
Dean for
Student
Affairs
Advisory
Dean
Clerkship
Director
Situationally
Dependent
Personal (4-
wk advanced
notice)
Yes
(Expected)
Weddings,
graduations,
tournaments,
planned personal
health maintenance
Max up to 2
days per
clerkship
greater than
4 weeks with
permission
*2 days
includes
personal
and
professional
combined
To:
Clerkship
Director
CC:
Clerkship
Coordinator
Associate
Dean for
Student
Affairs
Advisory
Dean
Michelle
Knotowitcz
Clerkship
Director
To be
negotiated
with Clerkship
Director
Professional
(4-wk
advanced
notice)
Yes
Conferences, board
exams,
(not including
interviews)
Max up to 2
days per
clerkship
greater than
4 weeks with
permission
*2 days
includes
personal
and
professional
combined
To:
Clerkship
Director
CC:
Clerkship
Coordinator
Associate
Dean for
Student
Affairs
Advisory
Dean
Michelle
Knotowitcz
Clerkship
Director
To be
negotiated
with Clerkship
Director
*If a student misses more than 2 days of a clerkship in total (for personal, professional, and/or emergency
reasons) they will be required to make up missed time.
Approved by the Curriculum Steering Committee July 20, 2021
Revision Approved by the Curriculum Steering Committee March 21, 2023
15 | Page
NOTIFICATION WHEN STUDENTS HAVE MEDICAL EMERGENCIES
University Health Service (UHS) may, if given consent by the student, notify the Associate Dean for
Student Affairs or the Senior Associate Dean for Medical Student Education when a student is admitted
to a hospital or has a medical or mental health emergency. The student will determine what information
if any will be shared with the school. The medical school will also alert UHS when a student is in route
to or admitted to a medical facility.
ACADEMIC PERFORMANCE AFFECTED OR CAUSED BY A DISABILITY
If a student claims that his/her/their academic performance has been affected or caused by a disability,
he or she must provide documentation from an appropriately licensed diagnostician and/or medical
professional of the disability to the Associate Dean for Student Affairs. Such documentation must also
include suggested accommodations for the student. This information may be shared with the MSPRB
and if not satisfied with the quality of the evaluation, the qualifications of the evaluator, or if other
questions/concerns arise, the MSPRB may require another professional evaluation of the student by a
professional of its choosing, at the University’s expense. MSPRB, in consultation with the Associate
Dean for Student Affairs will consider accommodations suggested by the student or any person
evaluating the student and will decide which, if any, are reasonable and may be made. In all cases,
MSPRB may suspend the academic or clinical activities of a student it deems may be a danger to him
or herself or others.
If the student him/herself puts his/her/their medical or psychiatric condition at issue, he/she/they must
release his/her/their medical records or a summary attestation by a licensed provider to the MSPRB to
support this claim, or it cannot be considered. The MSPRB may choose to have the records reviewed
by providers at the University Health System (UHS) and/or the University Counseling Center (UCC)
and request they provide an assessment.
INFORMATION TECHNOLOGY ACCEPTABLE USE POLICY
Scope
This policy details specific requirements for the use of all computing and network resources at the
University of Rochester, including electronic and hardcopy data, information, and information
assets. Information resources and technology at the University of Rochester support the educational,
patient care, instructional, research, and administrative activities of the University, and the use of
these resources is a privilege that is extended to members of the University of Rochester
community. As a user of these services and facilities, you have access to valuable University
resources, to legally restricted and/or confidential information, and to internal and external
networks. Consequently, it is important for you to behave in a responsible, ethical, and legally
compliant manner.
In general, acceptable use means ensuring that the information resources and technology of the
University are used for their intended purposes while respecting the rights of other computer users,
the integrity of the physical facilities, the confidentiality of data, information, and information assets,
and all pertinent license and contractual agreements. If an individual is found to be in violation of the
Acceptable Use Policy, the University may take disciplinary action, including restriction of and
possible loss of network privileges or more serious consequences, up to and including suspension,
termination, or expulsion from the University. Individuals may also be subject to federal, state, and
local laws governing many interactions that occur on the University’s networks and on the
Internet. These policies and laws are subject to change as state and federal laws evolve.
16 | Page
Purpose
This policy applies to all users of computing resources owned or managed by the University of
Rochester. Individuals covered by the policy include, but not limited to, University faculty and visiting
faculty, physicians, staff, students, alumni, contractors, volunteers, guests or agents of the
administration, and external individuals and organizations accessing network services via the
University’s computing facilities.
Computing resources include all University-owned, licensed, or managed hardware and software,
data, information, information assets, University assigned user accounts, and use of the University
network via a physical or wireless connection (including RESNET), regardless of the ownership of the
computer or device connected to the network.
These policies apply to technology whether administered in individual departments and divisions or
by central administrative departments. They apply to personally owned computers and devices
connected by wire or wireless to the University network, and to off-site computers that connect
remotely to the University’s network services.
Requirements
In making acceptable use of resources, individuals covered by this policy must:
• Use resources only for authorized purposes.
• Protect their User IDs, digital / electronic signatures, other authentication and authorization
mechanisms, and systems, from unauthorized use. Each individual is responsible for all
accesses to University information resources and technology by their User IDs,
digital/electronic signatures, and other authentication and authorization mechanisms, and for
any activity originating from their systems.
• Access only information to which they have been given authorized access or that is publicly
available.
• Protect electronic and hardcopy data, information, and information assets classified as High-
Risk or Moderate-Risk (i.e., “confidential”), in compliance with the Data Security Classification
policy, published University security and other policies, and applicable Federal, State, and
Local laws.
• Use only legal versions of copyrighted software in compliance with vendor license
requirements.
• Be considerate in the use of shared resources. Refrain from monopolizing systems,
overloading networks with excessive data, degrading services, or wasting computer time,
connection time, disk space, printer paper, manuals, or other resources.
• Restrict personal use of the University’s information resources and technology to incidental,
intermittent and minor use that is consistent with applicable law and University Policy.
• Include only material germane to University matters in University, school, or departmental
electronic communications, such as e-mail, Websites, blogs, etc. ** Personal web sites, chat
rooms, web logs (also known as blogs) and other forms of publicly available electronic
communications hosted on or linked from University information resources and technology
must comply with this Acceptable Use Policy and prominently include the following disclaimer:
“The views, opinions and material expressed here are those of the author and have not been
reviewed or approved by the University of Rochester.”
• Store confidential data only in University approved secured locations.
17 | Page
• Transmit / transport confidential data, information, and information assets only via University
approved secured mechanisms.
• Use Bring Your Own Device (BYOD) in only University approved means.
• Revise passwords and other authentication and authorization mechanisms suspected of
compromise.
• Report identified or suspected security incidents to the Information Security Office or
Information Technology (IT) Support/Help Desk.
In making acceptable use of resources, individuals covered by this policy must not:
• Gain access to or use another person’s system, files, or data without permission (note that
permission from an individual user may not be sufficient – some systems may require
additional authority).
• Reveal a password or other authentication and authorization means to any other individual,
even those claiming to be an IT support technician (over the phone or in person).
• Use computer programs to decode passwords or access-control information.
• Attempt to circumvent or subvert system or network security measures.
• Engage in any activity that is intended to harm systems or any information stored thereon,
including creating or propagating malware, such as viruses, worms, or “Trojan horse”
programs; disrupting services; damaging files; or making unauthorized modifications to
University data.
• Make or use illegal copies of copyrighted software, store such copies on University systems, or
transmit them over University networks.
• Use e-mail, social networking sites or tools,or messaging services in violation of laws or
regulations or to harass or intimidate another person, for example, by broadcasting unsolicited
messages, by repeatedly sending unwanted mail, or by using someone else’s name or User
ID. Waste shared computing or network resources, for example, by intentionally placing a
program in an endless loop, printing excessive amounts of paper, or by sending chain letters
or unsolicited mass mailings.
• Use the University’s systems or networks for commercial purposes; for example, by selling
access to your User ID or by performing work for profit with University resources in a manner
not authorized by the University.
• State or imply that they speak on behalf of the University or use University trademarks and
logos without authorization to do so.
• Violate any applicable laws and regulations or University policies and procedures that govern
the use of IT resources.
• Transmit commercial or personal advertisements, solicitations, endorsements, or promotions
unrelated to the business of the University.
• Use “auto-forward” rules to send business e-mail to a non-University e-mail account if the e-
mail contains any legally restricted, and/or confidential information.
• Send or receive legally restricted and/or confidential information via the Internet without
making reasonable accommodations for the security of such information.
18 | Page
• Modify, without proper authorization, any of the University’s information resources and
technology, including the work products of others.
• Store confidential data on local drives, flash drives, or other portable or external media.
Above is from:
https://tech.rochester.edu/policies/acceptable-use-
policy/#:~:text=In%20general%2C%20acceptable%20use%20means,and%20information%20assets
%2C%20and%20all
COMPUTING AND ELECTRONIC COMMUNICATIONS POLICY
Scope
Faculty, Staff, and Students at the University of Rochester School of Medicine and Dentistry.
The University of Rochester Computer System includes: computers, communications networks,
computer accounts, web pages, network access, central computing and telecommunications facilities,
and related services. The Computer Systems at the University of Rochester School of Medicine and
Dentistry are maintained by Miner Library Computing Center (585-275-6865) and the Information
Systems Division (585-275-3200).
Policy Statement
This policy governs the use of computers, networks, and related services at the University of Rochester
School of Medicine and Dentistry and Medical Center.
Users of these resources are responsible for reading and understanding this policy. Computers and
networks can provide access to resources on and off campus, as well as the ability to communicate
with other users worldwide. Such access is a privilege and requires individual users to act responsibly.
In addition to complying with all relevant laws, regulations, contractual obligations, University users
must comply with all policies and procedures to protect the integrity/safety of the networks, computers,
and related services and to respect the rights of others. .
The University reserves the right to deny, limit, revoke, or restrict computing privileges and access to
the Computer System at ISD’s discretion. In addition, alleged violations of this policy or violation of
other University policies in the course of using the Computer System may result in an immediate loss
of computing privileges and may also result in the referral of the matter to the University Judicial System
or other appropriate authority.
All messages, data files and programs stored in or transmitted via the University’s Computer System
("Electronic Communications") are University of Rochester records. The University will not, without user
permission, monitor, review or otherwise access Personal Communications sent or received (e.g.,
email), created or stored on Information Technology Resources, except pursuant to the Access
Procedures set forth in Section II of the University IT Policy, which permits access when determined
reasonable by a senior administrative officer or for Information Technology Management.
Reporting Violations
It is the responsibility of all users of the Computer System to notify the Information Systems Division
(ISD) about violations of laws and University policies in connection with the use of the Computer
System, as well as about potential loopholes in the security of the Computer System. The user
community is expected to cooperate with ISD and Miner in operation of the Computer Systems, as well
19 | Page
as in the investigation of Computer System misuse or abuse. Any concerns, complaints, or reports of
misconduct with regard to the Computer System should be reported to Miner Library Computing Center
(585-275-6865) or Student Services (585-275-7245).
Computer Accounts
Computer accounts are issued to University faculty, staff, and students, and other individuals at the
discretion of ISD, for University purposes. These accounts must not be used for commercial purposes.
Every computer account issued by the University is the responsibility of the person in whose name it is
issued. Passwords are intended to help prevent unauthorized access and may not be shared. That
individual must keep the account secure from unauthorized access by keeping the password secret,
by changing the password often, and by reporting to ISD when anyone else is using the account without
permission. The contents of all accounts are subject to access and disclosure by the University as set
forth in this policy.
Electronic Communications
University of Rochester has established email as a primary vehicle for official communication with
students. Emergency notifications, educational dialog, research and general business correspondence
are all consistently enhanced in institutions of higher learning where email policies exist and are
supported by procedures, practice and culture.
An official email address is established and assigned by Miner Library for each registered student.
Students are expected to maintain their accounts and check their email daily so that new mail will be
properly received and read. A student's failure to receive and read University communications delivered
to his/her/their official email address in a timely manner does not absolve that student from knowing
and complying with the content of such communications.
While the automatic forwarding of emails from URMC email servers is not allowed, students are free
to manually redirect email from their URMC email address to another address (e.g. @gmail.com,
@aol.com), but they do so at their own risk. The University is not responsible for the handling of email
by other service providers. Having email redirected does not absolve students from knowing and
complying with the content of the communication sent to their official University email address.
Improper Use of the Computer System
This policy exists in conjunction with other University, School of Medicine and Dentistry, and regulatory
policies. The policy is not in lieu of, nor does it replace or supersede existing University, School of
Medicine and Dentistry, and/or regulatory policies and procedures. In addition, the Medical Student
Promotions and Review Board (MSPRB) retains the right to review professionalism, behavioral and
other student cases resulting from the improper use of the computer system directly,
(independent of the Honor Code process) where health and safety concerns exist and in instances,
determined by the MSPRB, to be egregious violations of the Medical School’s professionalism
standards.
Prohibited Behavior
Storing, transmitting or printing any of the following types of Electronic Communications on the
Computer System is prohibited:
• Any material that contains electronic protected health information (ePHI). Any unauthorized
access or transmission of ePHI is a direct violation of HIPAA Security. You are expected to
20 | Page
read and abide by the HIPAA regulations outlined at http://intranet.urmc-
sh.rochester.edu/policy/HIPAA/index.asp.
• Material that infringes upon the rights of another person;
• Material that is obscene; material that consists of any advertisements for commercial
enterprises;
• Material or behaviors that violate the University of Rochester Code of Student Conduct or
other University policies; or,
• Material that may injure someone else and/or lead to a lawsuit or criminal charges.
Harassment
Harassing others by sending annoying, abusive, profane, threatening, defamatory or offensive
messages is prohibited. Some examples include: repeated unnecessary messages; obscene,
threatening, sexually, ethnically, racially, or religiously offensive messages; continuing to send
messages after a request to stop; and procedures that hinder a computer session.
Destruction, Sabotage
Intentionally destroying anything stored on the Computer System, including anything stored in primary
or random access memory is prohibited. Deliberately performing any act that will seriously impact the
operation of the Computer System. This includes, but is not limited to, tampering with components of a
local area network (LAN) or the high-speed backbone network, otherwise blocking communication
lines, or interfering with the operational readiness of a computer or peripheral.
Evasive Techniques
Attempts to avoid detection of improper or illegal behavior by encrypting electronic messages and
computer files are prohibited.
Unauthorized Use/Access
Using the Computer System to gain or attempt to gain unauthorized access to remote computers is
prohibited. Other prohibited behaviors include: actions that give simulated sign off messages, public
announcements, or other fraudulent system responses; possessing or changing system control
information (e.g., program status, protection codes, and accounting information), especially when used
to defraud others, obtain passwords, gain access to and/or copy other user's electronic
communications, or otherwise interfere with or destroy the work of other users.
E-Mail Forgery
Forging e-mail, including concealment of the sender's identity, is prohibited.
Theft/Unauthorized Use of Data
Data created and maintained by the University, or acquired from outside sources, are vital assets of
the University and may be subject to a variety of use restrictions. Theft of or unauthorized access to
data is prohibited.
Program Theft
Unless specifically authorized, copying computer program(s) from the Computer System is prohibited.
Viruses, etc.
Running or installing on the Computer System, or giving to another, a program that could result in the
eventual damage to a file or the Computer System, and/or the reproduction of itself, is prohibited. This
prohibition includes, but is not limited to, the classes of programs known as computer viruses, Trojan
horses, and worms.
21 | Page
Security
Attempting to circumvent data protection schemes or uncover security loopholes is prohibited.
Wasting Resources
Performing acts that are wasteful of computing resources or that unfairly monopolize resources to the
exclusion of others is prohibited. These acts include, but are not limited to: sending mass mailings or
chain letters; creating unnecessary multiple jobs or processes; generating unnecessary or excessive
output or printing; or, creating unnecessary network traffic.
Accessing User Accounts
Attempting to access or monitor another user's electronic communications is prohibited. Accessing,
reading, copying, changing, disclosing, or deleting another user's messages, files or software without
permission of the owner is prohibited.
Recreational Use
Recreational use of the Computer System that interferes with the ability of other users to complete their
work is prohibited. In particular, if you are using a machine in a Public Computer Lab for recreational
purposes, and others are waiting to use a machine for academic purposes, you are expected to give
up your seat.
Public Computer Labs
Public Computer Labs are part of the Computer System operated by ISD or Miner Library and are a
shared University resource available on a first-come, first-served basis. A valid University ID card is
required to use the Labs. Food and beverages are prohibited in the Labs. Labs may be reserved for
exclusive use by a class or group; schedules are posted on each Lab's door and published electronically
to various new groups every week. Some Labs are provided by departments other than ISD or Miner
Library; contact those departments for their additional usage guidelines.
Mail Distribution Lists
Mail Distribution Lists (often called LISTSERV lists) facilitate E-mail discussions on specified topics.
University of Rochester faculty, staff, and students may request to sign up for list maintenance and
membership, and have the discretion to control list content. List owners should not add subscribers to
their list without the knowledge and consent of the subscriber to be added.
The University does not monitor the content of Mail Distribution List e-mail, except as otherwise
provided in this policy, and is not responsible for the content of such messages. However, the University
may terminate lists that consume excessive resources or are no longer relevant to the purposes of the
University. In addition, the University may take action where lists violate this computing policy or other
University policies. Posting of material unrelated to a list's usual content may be prohibited in the
discretion of the list's owner. Posting unrelated material to multiple lists ("spamming") will be grounds
for account revocation and other disciplinary action.
General e-mail announcements to the University community are limited to those messages that concern
University business and are deemed to be of the greatest interest to the most recipients.
Cloud Storage
The University has a Business Authorization Agreement (BAA) only with Box.com. Box.com is provided
to you free of change and with unlimited storage. Students with Box.com accounts may store data
containing PHI\PII within their URMC managed user Box.com accounts. Students are NOT permitted
22 | Page
to store protected data on any other cloud storage services such as iCloud, iCloud Drive, Dropbox,
Google Drive, etc. Students who have iPads and\or iPhones are responsible for ensuring that no
protected data is inadvertently backed up to iCloud as part of their regular device backup settings, as
well as students who have Android phones and tablets that back up to Google Drive.
Backup Copies
Data on the Computer System are subject to back up at the discretion of the University.
Deleting Electronic Communications
Users of the Computer System should be aware that electronic Communications are not necessarily
erased from the Computer System when the user "deletes" the file or message. Deleting an Electronic
Communication causes the Computer System to "forget" where the message or file is stored on the
Computer System. In addition, Electronic Communication may continue to be stored on a backup copy
long after it is "deleted" by the user. As a result, deleted messages often can be retrieved or recovered
after they have been deleted.
Computer Law
Under Article 156 of the New York State Penal Code, criminal sanctions are imposed for offenses
involving computers, software, and computer data. The offenses include unauthorized use of the
computer, computer trespass, computer tampering, and unlawful duplication or possession of computer
related material. Improper or unauthorized access to, or release or manipulation of, any student record
in such form is included in such offenses.
All computers, software, data, business records, and student records of the University in any form,
including electronic or paper, belong to the institution. Any person committing an offense with respect
to them may be subject personally to criminal sanctions and other liability. Federal laws may also apply
to some circumstances.
Copyright Infringement
The Copyright Laws of the United States prohibit unauthorized copying. Violators may be subject to
criminal prosecution and/or be liable for monetary damages.
In general, you may not copy, download, install or use software on the Computer System without
acquiring a license from the publisher. (For example, you may not copy it from a friend or other source.)
Furthermore, you may not copy the University's software, unless such copying is specifically permitted
by the license agreement.
The ability to download documents from the Internet, and to attach files to E-mail messages, increases
the opportunity for and risk of copyright infringement. A user can be liable for the unauthorized copying
and distribution of copyrighted material through the use of download programs and E-mail. Accordingly,
you may not copy and/or distribute any materials of a third party (including software, database files,
documentation, articles, graphics files, audio or video files) unless you have the written permission of
the copyright holder to do so. Any questions regarding copying or downloading should be directed to
ISD or Miner Library’s Helpdesk.
Medical Student iPad Devices
Medical Students receive an iPad during their orientation week. This device is expected to be used
for study, however they are a personal device. Students are responsible for damage to, or theft of, the
device. Students are expected to bring their iPad with them to classes and small group sessions. iPad
use falls within the Computing and Electronic Communications Policy.
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Mobile Device Management (MDM)
Starting with the Class of 2025, SMD will be using Mobile Device Management (MDM) to support the
configuration and maintenance of student iPad devices. MDM enrollment is a requirement for the
duration of the MD program. Upon completion of the program, student iPad devices will be removed
from MDM.
Some of the MDM features SMD will use include:
• Configuring email
• Reducing manual steps involved in iPad setup during distribution
• Pushing out paid apps without requiring students to purchase them
• Pushing out free apps required for the MD program
Apple sets important security rules for their devices. When an iPad is managed by an MDM:
• Even if an administrator wants it, no management tool is allowed to access the camera or
microphone of any Apple device.
• IT administrators have no access to browsing history.
• MDM does not provide the ability to copy an individual’s files.
• MDM will not empower administrators to log in or write to a text file to an student’s iPad.
• While MDM admins may locate a lost device, the individual user gets a notification that this has
happened.
• The MDM will not allow for continuous device tracking, as this is explicitly against Apple’s
privacy and security guidelines.
Zoom Professionalism & Etiquette
When attending a course or meeting via Zoom, students are expected to present themselves in the
best light possible as a student at the University of Rochester School of Medicine and Dentistry by
following these tips on Zoom professionalism and etiquette.
• Always be on time to Zoom courses/meetings.
• Make sure that the surrounding space is quiet, clean, and has an appropriate background. If this is
not possible please use a virtual background.
• Ensure the space has appropriate lighting to allow the student to be seen clearly.
• Dress appropriately (No pajamas of other clothing that would not be worn to school). Sit up and
look into the camera when using video. Envision sitting in a class with other students.
• Always make sure the video is on when attending all Zoom courses/meetings.
• Some students may be using their iPad to both participate in the course and to write course notes.
Using the iPad for both activities turns off the iPad camera. Using one device to participate in the
Zoom session and another to take notes is ideal. This allows for the course instructors to see
each student and to respond to any non-verbals that might indicate confusion or questions about
course content. If students are not able to or don’t have access to two devices this is understood
by the school and will not be considered a professionalism issue.
• Background noise is distracting. When not sharing, devices should be muted.
• Pay attention to the video, microphone, and screen sharing settings to avoid any embarrassing
mistakes. Take care of “private things” before or after the meeting or during breaks.
• Always keep comments in the chat appropriate.
• Don’t multi-task. Be present.
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ASSESSMENT POLICY
Courses
Students must pass both tutorials/small groups (quality of participation in PBLs/labs/conferences) and
exams (numerical scores) to pass courses.
If a student begins but does not finish an exam (including but not limited to written, standardized
patient, laboratory practical) due to any student related circumstances (including illness), the exam is
graded at the point that it is stopped, regardless of disability, regardless of accommodations.
Students receive and are assigned grade of Pass, Pass Marginal, Fail or Incomplete within six weeks
of the end of each course.
Students must pass all courses and summative assessments to advance to the next phase.
Advancement is determined by the Medical Student Promotions and Review Board.
Clerkships and Acting Internships
Clerkship grades will be determined from both individual evaluations of the student (narrative and
numeric information) and objective examinations.
Acting Internships grades will be determined from individual evaluations of the student (narrative and
numeric information) and may include objective examinations.
If a student begins but does not finish an exam (including but not limited to written, standardized
patient, laboratory practical) due to any student related circumstances (including illness), the exam is
graded at the point that it is stopped, regardless of disability, regardless of accommodations.
Students receive and are assigned grade of Honors, High Pass, Pass, Pass Marginal, Fail, TBD, or
Incomplete within six weeks of the end of each clerkship.
Students must pass all clerkships and summative assessments to advance to the next phase.
Students must pass acting internships to graduate. Advancement and graduation are determined by
the Medical Student Promotions and Review Board.
Approved by the Curriculum Steering Committee on June 22, 2021.
Reducing Distraction in the Test Environment Policy
To reduce distractions in the test environment, students should arrive at least 15 minutes before the
published start time of assessments and exams to facilitate having everyone settled before the exam
begins. Students arriving after the published start time will only be allowed access at the discretion of
the test administrator. Students who arrive late and are allowed access to the examination must
complete the examination in the timeframe designated and will not be given additional or extended time
because of their late start (For example, for a two-hour exam that begins at 8:00 am, a student arriving
at 8:30 will have 90 minutes to complete the exam). Please note there is not an obligation to offer
makeup exams for students denied access due to late arrival.
With the exception of students with approved accommodations, no food or drink will be allowed in the
testing locations during exams.
Approved by the Curriculum Steering Committee on July 20, 2021
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Mid-course and Mid-clerkship Feedback Policy
Mid-course Feedback
For courses of four weeks duration or longer, students must receive formative feedback on their
performance. Formative feedback may be in the form of practice questions, formative quizzes, or
verbal feedback from laboratory, problem based learning or small group leaders.
Mid-clerkship Feedback
One-on-one formative feedback on strengths and areas for improvement must be given to each student
at least once during each clerkship by the clerkship director or their designee. The goal is to ensure
that students have an opportunity to address areas in need of attention and are better prepared when
they move to the next clerkship having received formative feedback on performance during the current
clerkship.
The receipt of mid-clerkship feedback must be documented by the student in MedHub and by the
clerkship director in MedSIS. Monitored of the successful completion of mid-clerkship feedback is
done by both the clerkship director and centrally by the Office of Curriculum and
Assessment. Reports on mid-clerkship feedback are reviewed by the appropriate Instruction
Committee and the Curriculum Steering Committee twice annually.
Approved by the Curriculum Steering Committee on June 22, 2021.
Narrative Assessment Policy
A narrative assessment of students for formative and/or summative purposes will occur in all medical
school courses where their length and structure allow for a narrative assessment. The school requires
a narrative summary for all courses of four weeks of length or longer. The course narrative summary is
entered into MedSIS.
All core medical school clerkships, electives, and acting internships will have a narrative component in
the final grade report.
The completion of narrative assessments will be monitored by the Office of Curriculum and
Assessment and shared with the appropriate Instruction Committee and the Curriculum Steering
Committee twice each academic year.
Approved by the Curriculum Steering Committee on June 22, 2021.
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Policy Requiring Participation of Non-faculty in Programs to Teach and Assess Medical
Students
All graduate students, medical students, residents, and other individuals who are not faculty are
required to participate in an orientation program or in a teacher development program where they will
gain knowledge and skills in the teaching and/or assessment of medical students. Orientation
programs can be conducted by the course or clerkship director to focus on individual skills in the
instruction of the objectives of the course or clerkship as well as the assessment of student
achievement of these objectives. Examples of formal programs include but are not limited to
Residents as Teachers programs and department or residency program based instruction.
Monitoring of resident participation in formal programs to teach and assess medical students is the
responsibility of the individual course or clerkship director with information sent to the Office of
Curriculum and Assessment which is responsible for central oversight.
Approved by the Curriculum Steering Committee on March 22, 2022
Policy on Medical Student Supervision and the Delegation of Responsibility to Medical
Students
The University of Rochester School of Medicine and Dentistry values the role of learners in the
provision of excellent clinical care. We also embrace the educational principle of graded responsibility
to maximally support learners in their development of clinical expertise. In fulfilling the essential
responsibility we have to our patients, we must ensure that medical students receive appropriate
supervision for all of the care they provide during their training. Appropriate supervision is also critical
to performing assessments of the learner and providing meaningful feedback.
URSMD medical students must be appropriately supervised when participating in required or elective
clinical activities. Medical students may not provide care in an unsupervised fashion.
Primary supervisors must have a faculty appointment. Secondary supervisors in the teaching and
assessment role may include residents, fellows and licensed health care professionals supervising an
activity within their scope of expertise or practice.
Students may be supervised at one of two broad levels as determined by the supervisor:
Direct observation: the supervisor is present with the student and the patient
Immediately available Indirect Supervision: the supervisor, while not in the presence of the student
and/or patient, is immediately available to the learner and/or at the site of care to provide direct
supervision
Determination of appropriate level of supervision is made by the supervisor, based on many factors,
including:
Level of training of the student
Education objectives of the course, clerkship, acting internship, or elective
Previous experience and skill of the student with the clinical activity and setting
Familiarity of the supervisor with the abilities of the student
Acuity of activity and level of risk to patient
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Students may not perform procedures without direct supervision.
Students must be directly observed by a primary or secondary supervisor while performing an
intimate exam which is within the supervisor’s scope of expertise or practice. Intimate exams include
genitourinary, rectal, and breast exams.
Procedure for assuring adherence:
The supervisor reviews and independently verifies all student findings, assessments, and care plans,
and documents this review.
It is the primary supervisor’s role to ensure that any secondary supervisors who are engaged in
clinical teaching and/or supervising any student are acting within their scope of practice.
The director of the course, clerkship, acting internship, or elective is responsible for communicating
policies and procedures related to supervision to faculty and students participating in their curriculum,
for monitoring compliance with the policies and procedures, and for reporting any deviations from the
policy to the medical school.
Students with concerns about level of responsibility or supervision are encouraged to discuss this
with either the course, clerkship, acting internship, or elective director, the Associate Dean for Student
Affairs, their Advisory Dean, or the Senior Associate Dean for Medical Student Education. Students
can also utilize existing patient safety reporting systems to report concerns.
Approved by the Curriculum Steering Committee on March 22, 2022.
DOUBLE HELIX CURRICULUM—TRANSLATIONS AND TRANSITIONS: GRADES
COURSES AND ELECTIVES
Phase 1, Phase 2, 3
rd
, and 4
th
Year Courses
Courses are graded: Pass/Pass Marginal/Fail/Incomplete/Withdraw/Withdraw Failing. Students who
perform in the top 10% of their class by criteria determined by the course director(s) and outlined in the
syllabus will have a designation of “Letter of Achievement.” This is not noted on the official transcript
nor in the Medical Student Performance Evaluation (MSPE) but is made available to the Alpha Omega
Alpha Honor Society selection committee.
All grades must be submitted within six weeks of the end of the course.
Third and Fourth Year Electives
Electives are graded: Pass/Pass Marginal/Fail/Incomplete/Withdraw/Withdraw Failing
The following grade definitions will be used for courses and electives:
Pass (P) - Fully satisfactory performance
Pass Marginal (Pm) - Must be remediated to a fully satisfactory Pass. A Pass Marginal can only be
remediated to a grade of Pass. The Pass Marginal grade is for internal tracking purposes. A
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remediated Pm grade will be reflected on the transcript of an enrolled student or a graduate as a Pass
(P).
Exceptions
• Pm grades that have not been remediated before a student withdraws, is dismissed or status
as a medical student ends, will be reflected on the transcript and in the permanent record as
grades of Incomplete (I)
• When preparing the enrollment history of a student who has withdrawn, been dismissed or
whose status has ended, the school will report Pm grades of remediated courses. The
transcript will retain the remediated grade(s) of Pass.
Withdraw (W) - Students who start a course and withdraw before completing the course, will be
assigned a grade of W on their transcripts. Students will NOT receive partial credit for the weeks
completed.
Withdraw-Failing (WF) – When a student has been enrolled for at least 50% of a course and elects to
withdraw with a failing performance, a grade of WF should be assigned. If and when the course is
retaken and completed, the student will be assigned the grade earned in the retaken course. The
transcript will have the WF grade as well as the grade assigned in the retaken course. For example:
2014 Human Structure and Function Grade WF; 2015 Human Structure and Function Grade P.
Fail (F) –A Double Helix Curriculum course grade of "Fail" (F) cannot be remediated. The course must
be repeated. The transcript will record the grade of “Fail” under the academic year when the course
was taken. Successful completion of a failed course will be noted by a “Pass” on the transcript under
the academic year when the course was re-taken. Pass is the highest grade that can be assigned.
Incomplete (I) - The faculty retains the option to assign grades of incomplete for students who are
doing satisfactory work and who cannot complete the course requirements in the appropriate timeframe
for compelling reasons. Compelling reasons include circumstances beyond the student’s control
(health, an excused absence, personal emergency, etc.). After the course requirements are fulfilled,
only the final grade will appear on the transcript.
NOTE: Students must receive passing (Pass) grades in all courses before being promoted
to the next level. Students who retake courses must achieve fully satisfactory grades
(Pass) or face dismissal recommendations by the MSPRB. A Pass marginal grade is
not a fully satisfactory grade. Students may repeat a course, clerkship, or a year only
once. If a student fails to earn fully passing grades (Pass) in a re-taken course,
clerkship, or entire year, the student will be dismissed from the school by the MSPRB.
REEXAMINATION AND REMEDIATION POLICY FOR KNOWLEDGE-BASED EXAMINATIONS IN
PHASE 1 AND PHASE 2 COURSES
Purpose:
The purpose of this policy is to establish a standardized set of guidelines and procedures for
students who are required to remediate an examination in Phase 1 and 2 courses. The policy
aims to ensure that students who marginally pass or fail have an equitable opportunity to
remediate their knowledge assessment to meet the required academic standards for promotion.
This policy does not apply to the Primary Care Clerkship (PCC), which follows the remediation
processes of medical school clerkships.
29 | Page
Eligibility for Examination Remediation:
Students who marginally pass or fail a course examination, a block of a course, or receive a final
grade of Pass Marginal in a course based upon the standard for passing as outlined in the course
syllabus may be eligible for examination remediation at the discretion of the course director. A
final grade of fail in a course cannot be remediated and the course must be repeated.
Remediation Process:
Examination remediation will involve a closed book, proctored exam. The reexamination will
include questions from the course question bank or new questions that cover similar content of the
original exam. The number of questions in the remediation examination should be at least 75% of
the length of the original examination. The time to complete the remediation exam should be no
less than 75% of the time allocated for the original exam. The criteria for passing (percent correct)
should be the same as the original examination.
Students will have one opportunity to remediate a failed examination. If remediation is failed, the
student will fail the course.
Timing and Scheduling:
Students may take an examination remediation no sooner than one week after the marginal
passed/failed exam. Per school policy, students cannot remediate an exam/course/clerkship while
they are enrolled in a course/clerkship, however students can remediate deficiencies in Phase 2
during Transition to Licensure. For Phase 1, the timing of course remediation activities is at the
discretion of the course director(s), but must be successfully completed before July 15.
For all Phase 2 students, the timing of course remediation activities is at the discretion of the
course director(s), but must be successfully completed before May 31st or 7 calendar days
(whichever is earlier) before first day of Phase 3. This applies to all students including students
who are pursuing a student fellowship or the PhD portion of the MD/PhD program.
Inability to successfully remediate by these deadlines will prevent the student from advancing to
the next Phase of the curriculum, entering a student fellowship, or progressing into the PhD
portion of the MD/PhD program.
Grading:
Course directors will establish the criteria for determining successful completion of remediation,
including minimum passing scores and corresponding grades.
Approved by the Curriculum Steering Committee on August 29, 2023
CLERKSHIP AND ACTING INTERNSHIP
Clerkships and Acting Internship
Clerkships and Acting Internships are graded: Honors, High Pass, Pass, Pass Marginal, Fail,
Incomplete, Withdraw, Withdraw Failing, To Be Determined (for clerkships only).
All Acting Internships must be four consecutive weeks. Acting Internships will be graded on the five-
point scale grades for all Acting Internships taken. If the student chooses to complete more than one
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Acting Internship, the first will be counted as the Acting Internship required for graduation. The second
will be counted toward elective credit.
The following grade definitions will be used for Clerkships and Acting Internships:
Honors: Student demonstrates the skills to meet all clerkship or acting internship learning objectives
and competencies, exceeding them in all or almost all areas, including consistently demonstrating the
IICARE values. Students demonstrate independence and excellence in self-directed learning and
improvement. Areas for growth are acknowledged and recognized by the student with a plan to improve
and utilize appropriate resources. (Approximately 33% of students in a clerkship will be assigned this
grade, acting internship grading distributions vary.)
High Pass: Student demonstrates the skills to meet all clerkship or acting internship learning objectives
and competencies, exceeding them in several areas, including consistently demonstrating the IICARE
values. Student demonstrates excellence in self-directed learning and improvement. Most areas for
growth are acknowledged and recognized by the student, and they may benefit from guidance in
managing a plan to improve and/or utilizing appropriate resources. (Approximately 33% of students in
a clerkship will be assigned this grade, acting grading distributions vary.)
Pass: Student demonstrates the skills to meet all clerkship or acting internship learning objectives and
competencies, and may even exceed them in some areas, including consistently demonstrating the
IICARE values. Student demonstrates adequate skills in self-directed learning and improvement.
Student has demonstrated growth with one or more important areas that need further work and may
need consistent guidance to identify other areas, manage a plan to improve, and/or utilize appropriate
resources. (Approximately 33% of students in a clerkship will be assigned this grade, acting internship
grading distributions vary.)
Pass Marginal: Student is not able to meet all clerkship or acting internship expectations requiring
remedial work (to be determined by the relevant grading committee) before a Pass grade for the
clerkship can be awarded. A Pass marginal (Pm) can only be remediated to a grade of Pass, and must
be remediated for promotion to Phase 4 per policy. The Pass Marginal grade is for internal tracking
purposes. Pass marginal grades will not appear on the final transcript.
Exceptions
• Pm grades that have not been remediated before a student withdraws, is dismissed, or status
as a medical student ends, will be reflected on the transcript and in the permanent record as
grades of Incomplete (I)
• When preparing the enrollment history of a student who has withdrawn, been dismissed, or
whose status has ended, the school will report Pm grades of remediated courses. The
transcript will retain the remediated grade(s) of Pass.
The remediation weeks for a Pass Marginal (Pm) clerkship grade cannot count as elective time. In
addition, credit-bearing Acting Internships cannot be used for remediation of Pm clerkship grades. The
remediation can only count for the clerkship.
Withdraw (W): Students who start core experiences or electives and withdraw before completing the
courses will be assigned grades of W on their transcripts. Students will NOT receive partial credit for
the weeks completed.
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Withdraw Failing (WF): When a student has been enrolled for at least 50% of a clerkship and elects
to withdraw with a failing performance, a grade of WF will be assigned. When the clerkship is retaken
and completed, the student will be assigned the grade earned in the retaken clerkship. The transcript
will have the WF grade as well as the grade assigned in the retaken clerkship. For example:
2020 Adult Inpatient Clerkship: Medicine Block AI –WF
2021 Adult Inpatient Clerkship: Medicine Block AI –HP
Fail: Very significant deficiencies, requiring that the student repeat the entire clerkship. A course grade
of "Fail" (F) cannot be remediated. The course must be repeated. The transcript will record the grade
of “Fail” under the academic year when the course was taken. Successful completion of a failed course
will be noted by a “Pass” on the transcript under the academic year when the course was re-taken.
Pass is the highest grade that can be assigned. (In a typical year, 0-2% of students will achieve this
grade.)
Incomplete: Used at the discretion of the clerkship director, usually when a student who has otherwise
done passing or better work has been unable to fulfill all course requirements in the appropriate
timeframe for compelling reasons. Compelling reasons include circumstances beyond the student’s
control (health, an excused absence, personal emergency, etc.). After the course requirements are
fulfilled, only the final grade will appear on the transcript. A grade of Incomplete (I) is not to be used for
students who fail the NBME subject exam, need to re-take it, and have an otherwise satisfactory
clerkship performance.
To Be Determined (TBD): Clerkship grades of “To Be Determined” (TBD) will be recorded for
students who have fully satisfactory clerkship performance (Honors, High Pass, or Pass) but who fail
the NBME subject exam. Students with assigned grades of TBD will have one attempt to retake and
pass the subject exam and still earn a grade of Honors, High Pass, or Pass. Consequences of failing
a second attempt at an NBME subject exam will be discussed by the clerkship director with the student
and will follow other policies in place.
TBD is an internal grade that will not be a part of the permanent record and will be changed to a final
grade of Honors, High Pass, or Pass if the NBME subject exam is passed on the second attempt.
NOTE: Students must receive passing (Pass) grades in all clerkships before being
promoted to the next level. Students who retake courses must achieve fully
satisfactory grades (Pass) or face dismissal recommendations by the MSPRB. A
Pass marginal grade is not a fully satisfactory grade. Students may repeat a
course, clerkship, or a year only once. If a student fails to earn fully passing grades
(Pass) in any re-taken course, clerkship, or entire year, the student will be
dismissed from the school by the MSPRB.
Approved by the Curriculum Steering Committee on July 20, 2021
Revisions Approved by the Curriculum Steering Committee on March 21, 2023
Clerkship Grading Policy
Clerkship Grading Committee
All URSMD required clerkships (emergency medicine, family medicine, internal medicine,
neurology, obstetrics/gynecology, pediatrics, primary care, psychiatry, surgery) are required to
have a clerkship grading committee, chaired by the clerkship director. The grading committee
will provide students with timely assessment of their clinical performance to drive active
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learning and achievement of clinical competencies, and; provide a fair and consistent
assessment process within and across clerkship blocks.
Grading Committee Composition
The clerkship director is responsible for convening a clerkship grading committee that will
include no fewer than 5 faculty members in total – including the clerkship leadership (e.g.,
clerkship director/assistant director). At least three of the five individuals must have an MD or
DO degree. The clerkship grading committee membership will be consistent for the duration of
the academic year.
De-identification of Assessment Data
The clerkship grading committee will review de-identified student assessment data (e.g.,
name, pronoun) to collectively derive a grade for clerkship students.
NBME Subject Exam
Performance on the clerkship’s chosen NBME subject examination will count as 20% of the
final clerkship grade. The minimum passing score for the NBME Subject exam is a score at or
above the 4th percentile nationally for all clerkship students taking the exam during the
academic quarter in which the clerkship block falls.
Final Grade Submission
The clerkship grading committee will convene and assign grades in a timely manner to ensure
that grades are provided to students in a 6-week timeframe. A narrative summary is required
for all clerkships and it is the responsibility of the clerkship director to ensure completion of and
to sign off on the narrative summary.
Grade Distribution
Clerkship grades are assigned by each clerkship grading committee with a goal for the final
grade distribution in each discipline in an academic year to be as follows: 33% Honors, 33%
High Pass, 33% Pass.
Approved by the Curriculum Steering Committee on June 22, 2021.
Administrative Professionalism
Beginning with the 2023-24 academic year, all required clerkships in Phase 3 and Phase 4 will
have 5% of the grade determined by Administrative Professionalism. The areas under
Administrative Professionalism will have common components, be defined by each clerkship
with approval by the Third and Fourth Year Instruction Committee.
Approved by the Curriculum Steering Committee on March 21, 2023
Acting Internship Grading Policy
Acting Internship Grading
All URSMD required Acting Internship experiences are required to have a grades determined
by the acting internship director with input from two other faculty members chosen by the
director. They will provide students with timely assessment of their clinical performance to
drive active learning and achievement of clinical competencies, and; provide a fair and
consistent assessment process within and across blocks.
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De-identification of Assessment Data
De-identified student assessment data (e.g., name, pronoun) will be used to collectively derive
a grade for acting Internship students.
Final Grade Submission
The acting internship director will ensure grades are provided to students in a 6-week
timeframe. A narrative summary is required and it is the responsibility of the acting internship
director to ensure completion of and to sign off on the narrative summary.
Grade Distribution
There are no suggested guidelines for acting internship grade distributions.
Approved by the Curriculum Steering Committee on June 22, 2021
Clerkship Subject Examination Failure Policy
Upon failing the first time, the student must meet with a school designated learning specialist and
retake the clerkship subject exam within three months. Upon failing a second time, the student must
work with the clerkship director and school designated learning specialist to develop and implement a
study plan, take a two week “pause” from their clinical rotations to study, and re-take the exam. The
two week “pause” is at the end of the current course, clerkship, or elective. The two week period is
non-credit bearing. Upon failing a third time, the student may be required repeat the entire clerkship.
Approved by the Curriculum Steering Committee on June 22, 2021
Final Grade Submission Policy:
The Liaison Committee on Medical Education (LCME) and the medical school require that final
grades for all courses must be submitted within six weeks of the course ending. Final grades for all
clerkships including narrative comments must be submitted within six weeks after the end of the
clerkship.
If a student’s grade cannot be entered by the deadline because all requirements have not been
completed by the end of a clerkship, a grade of Incomplete is entered in MedSIS with an explanation
noted in the comments section. The final grades for all electives must be submitted within four weeks
of the elective ending.
The completion of grade submission within the six week time frame will be monitored by the Office of
Curriculum and Assessment and shared with the appropriate Instruction Committee and the
Curriculum Steering Committee twice each academic year.
Approved by the Curriculum Steering Committee on June 22, 2021.
GRADE APPEALS POLICY:
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Course Grade/Remediation Appeal:
1. A student wishing to appeal a final course grade or remediation requirement must contact the
course director(s) in writing (email is sufficient) within fourteen (14) days of the posting of the
final course grade. The correspondence must indicate the intent to appeal and provide a
statement indicating the reason(s) for the appeal. The student must also request a meeting
with the course director(s) to discuss the reasons for their appeal. The student may provide
performance information that was not previously available to the course director(s) and grading
committee where applicable for consideration. This information must be provided with the initial
documentation of intent to appeal.
2. The first appeal is reviewed by the course director(s) and other course faculty where applicable
that made the initial grade determination. The appeal decision is provided to the student by the
course director(s).
3. If, after review of the appeal decision is shared by the course director, the student wishes to
further appeal the grade decision and/or remediation requirement, the student must notify the
course director(s) within three (3) business days who then notifies the Associate Dean for
Student Affairs. The Associate Dean for Student Affairs will notify the chair of the appropriate
Instruction Committee.
4. The chair of the appropriate Instruction Committee will appoint an Ad Hoc Grading Committee
consisting of three members of the current Instruction Committee, two of whom are current
course directors. The ad hoc committee will be given the student’s written appeal. The course
director will provide the ad hoc committee a written justification for the assigned grade/required
remediation along with information used to determine the initial grade. To avoid conflicts of
interest, the course director will not discuss, be present at nor participate in this process. The
decision of the ad hoc committee is final. The ad hoc committee’s decision is forwarded to the
Associate Dean for Student Affairs who notifies the student.
Clerkship, Elective, and Acting Internship Grade/Remediation Appeal
1. A student wishing to appeal a final grade or remediation requirement in a clerkship, elective,
or acting internship must contact the director in writing (email is sufficient) within fourteen (14)
days of the posting of the final clerkship grade. The correspondence must indicate the intent
to appeal and provide a statement indicating the reason(s) for the appeal. The student must
also request a meeting with the director to discuss the reasons for their appeal.
2. The student may provide performance information that was not previously available to the
director(s) and grading committee where applicable for consideration. The information must
be provided with the initial documentation of intent to appeal.
3. For clerkships, the first appeal is reviewed by the clerkship grading committee that made the
initial grade determination. All information reviewed by the grading committee is de-identified.
The appeal decision is provided to the student by the clerkship director. For electives and
acting internships, the appeal is to the director who reviews the de-identified appeal with two
physician faculty involved in that educational experience.
4. If, after review of the appeal decision made by the clerkship grading committee or elective,
acting internship group, the student wishes to further appeal the grade decision and/or
remediation requirement, the student must notify the director within three (3) business days.
The director then notifies the Associate Dean for Student Affairs. The Associate Dean for
Student Affairs will then notify the chair of the appropriate Instruction Committee.
5. For each appeal, the chair of the appropriate Instruction Committee will appoint an Ad Hoc
Grading Committee consisting of three members of the current Instruction Committee, at least
two of whom are current clerkship directors and one can be the committee chair. The
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clerkship, elective, acting internship director submits to the Associate Dean for Student Affairs
all primary evaluation information, initial grade summary and a summary of the consideration
and decision following the first appeal. All of this information is de-identified. The student
submits their appeal to the Associate Dean for Student Affairs who de-identifies the appeal.
All information is sent by the Associate Dean for Student Affairs to the ad hoc grade appeal
committee.
6. The ad hoc committee meets and reviews all of the information. To avoid conflicts of interest,
the director will not discuss, be present at nor participate in this process.
7. The decision of the ad hoc committee is final. The ad hoc committee’s decision is forwarded
to the Associate Dean for Student Affairs for student notification.
Approved by the Curriculum Steering Committee on June 22, 2021
Global Assessments
The Phase 1 Assessment (end of Phase 1), Phase 2 Assessment (end of Phase 2) and the Phase
3 Assessment (end of Phase 3) provide formative feedback on relative strengths and weaknesses.
Performance is not used as part of any grade determination, Alpha Omega Alpha selection, nor as part
of the Medical Student Performance Evaluation grouping.
Remediation
The most rigorous approach to learning the material in major courses and clerkships is to take the
course/ clerkship itself. Remediation of all but a very focused deficiency is not in the best interest of
the student who fails the course/clerkship. Therefore, a grade of "fail" in a course/ clerkship cannot be
remediated. The course/ clerkship must be repeated.
A grade of "Pass Marginal" must be remediated. Note: No credit is given for remediation work;
therefore, the remediation weeks for a Pass Marginal (Pm) clerkship grade cannot count as elective
time. In addition, credit-bearing acting internships cannot be used for remediation of Pm clerkship
grades. The Remediation can only count for the clerkship. The course/ clerkship director will develop
a remediation plan for consideration and approval by the MSPRB. Unsuccessful completion of
remediation work will result in a final grade of Fail. Remediated clerkship time will be noted on the
transcript as “Completed” and the remediated course/clerkship grade will be noted on the transcript
with the original course/clerkship.
Scheduling and Completing Remedial Work
When, for any reason, a student is unable to complete course work on time, including the taking of an
examination, remedial work should be scheduled so that its performance, including preparation for any
remedial examinations, does not interfere with the ongoing academic work of the semester in
question. As a result, the remedial work should ordinarily not be scheduled until the end of the
semester. Remediation after 1st year course work should be completed no later than July 15 prior to
beginning 2nd year course work. In order for 2nd year students to begin 3rd year on time, students are
required to complete all remediation by May 31
st
or 1 week (7 calendar days) before 3
rd
year begins
(whichever is earlier).
Completion of Academic Deficiencies:
Students cannot be promoted or begin course work for the next year until all academic deficiencies
have been satisfied. All letters from the course/ clerkship directors and the Associate Dean for Student
Affairs advising students about failed course work or deficiencies that require remediation include a
deadline for removing the deficiency.
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Course and Clerkship Director Responsibilities:
• Within the grading policies set by the Curriculum Steering Committee, the assignment of grades
to students is the authority and responsibility of course and clerkship directors. Stipulating how
grades in individual courses should be remediated is also the responsibility of course and
clerkship directors. It is the responsibility of each course/clerkship director to communicate with
students about their exam and course performance. The course/clerkship directors are also
responsible for communicating with students and the Registrar, in a timely fashion, regarding
marginal or failing grades. The Registrar will refer all such grades to the Associate Dean for
Student Affairs who will forward the information to the MSPRB. The grading system to be applied
is the responsibility of the Curriculum Steering Committee
• Course/clerkship directors may determine that a student meets most course requirements, but is
slightly deficient in one or more areas, and that this deficiency may be remediated in a short time.
In that instance, a grade of Pass Marginal (Pm) may be given. A grade of Pass Marginal must be
remediated, does not appear on the final transcript once remediated, and can only be remediated
to a grade of Pass. The course/clerkship director will develop a remediation plan and present it
to the MSRPB for their approval. Once the deficiency has been remediated, the grade becomes
Pass (P) on the permanent transcript.
• A Double Helix Curriculum—Translations and Transitions course grade of Fail (F) cannot be
remediated. The course must be repeated. The transcript will note Fail in the academic year that
the course was taken. Successful completion of a failed course will be noted by a Pass on the
student’s permanent record in the academic year when the course is retaken.
• A grade of Incomplete (I) may be given if unfinished course work or requirements remain at the
completion of a course. The notation of an incomplete grade will be stricken from the permanent
record, if it resulted from an illness or emergency.
• Course directors retain the option of assigning grades of Incomplete (I) for students who are doing
fully satisfactory work and who cannot complete the course requirements for compelling reasons.
At the course director’s discretion, after the clerkship requirements are fulfilled, the Incomplete
may remain on the transcript, be struck through next to the final grade, or may be removed from
the transcript if the circumstances were beyond the student’s control (e.g., health, an excused
absence, personal emergency, etc.).
• Students, who start courses, clerkships, Acting Interships, or electives and withdraw before
completing the electives, will be assigned grades of Withdraw on their transcript. Students will
NOT receive partial credit for the weeks completed. When a student has been enrolled for at
least 50% of a course, clerkship, Acting Internship, or elective and elects to withdraw with a failing
performance, a grade of Withdraw Failing will be recorded on their transcript.
• For courses that have ended more than two weeks before a MSPRB meeting, Course Directors
must submit final grades of courses to the Registrar no less than 72 hours before the next
scheduled MSPRB meeting. Clerkship Directors must submit final grades including written
comments to the Registrar within six weeks after the end of the basic science block for each
clerkship.
ADVISORY STATUS
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Advisory Status is for internal tracking and support purposes to identify, assist and monitor students
with academic or other difficulties in medical school. Advisory Status will occur (as noted below) if a
student performs in the bottom 20% of his/her/their class on each of three consecutive exams or
assessments. Students can be put on Advisory Status by the MSPRB based upon a pattern of
academic, conduct or professionalism issues. Advisory Status is an internal monitoring only and is not
noted in the permanent record, nor on the transcript, nor is it reported to outside agencies. However, a
record of the Advisory Status will be maintained in the official non-circulating file in the Registrar's Office
during the period of enrollment. All references to being on an Advisory status will be removed from the
file upon graduating from the medical school.
One of the important requirements of the MSPRB is that the board monitor student exam performance.
Advisory Status Determination and Reporting
Course:
1. After EACH exam, the course directors will forward to the Registrar’s Office the raw data on
the bottom 20% of the class along with their grades.
2. A grade in the bottom 20% in three or more consecutive exams or one grade of Pass
Marginal or Fail will result in a student being placed on Advisory Status.
3. Interpersonal and/or behavioral concerns that cannot be adequately addressed within the
context or time frame of a course or those that raise additional concerns will result in being
placed on Advisory Status until documentation of satisfactory behavior is available.
4. If a student is on Advisory Status solely due to academic performance and the student’s
performance is above the bottom 20% on three successive exams, the MSPRB will consider
taking the student off Advisory Status.
Clerkship, Acting Internship, Elective:
1. When there are concerns regarding the behavior, academic performance, problems with
interpersonal relationships and/or motivation of a student that cannot be reasonably
resolved during a clerkship or clinical experience, the student should be brought to the
attention of the MSPRB by the clerkship director via the Associate Dean for Student Affairs.
In instances where there are concerns that the problem cannot be reasonably resolved
during a clerkship or clinical experience, the student may be placed on Advisory Status.
2. All students who receive a grade of Pass Marginal (Pm) or Fail (F) in the core clerkships
and/or the required clinical experiences will be placed on Advisory Status, referred to the
appropriate Advisory Dean (AD) and reviewed by the MSPRB regularly.
3. A student may be placed on Advisory Status if there are recurring or unresolved issues,
including those of clinical competency, honesty, integrity, interactions with patients, peers,
staff, or faculty.
4. At the discretion of the MSPRB, the next clerkship director may be advised about a student’s
past difficulty or Advisory Status when the student requires additional support or supervision.
Advisory Status Procedures
A student on Advisory Status will meet with his/her/their Advisory Dean and/or the Associate Dean for
Student Affairs to review the resources available to address the student’s need. Options include
tutoring services, support services, coaching, and assessments regarding learning styles and study
habits.
Satisfactory Academic Progress (SAP) requires that a student:
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• Fully satisfactorily complete all Phase 1 courses subjects during two full years as a
matriculated student.
• Fully satisfactorily complete all Phase 2 courses and clerkship during two years as a
matriculated student.
• Take no longer than six calendar years as a matriculated student to complete the requirements
for the M.D. degree.
Time spent on Leave, as a Student Fellow, or in another degree program does not count in this
calendar. Students who have not completed the requirements in six calendar years as outlined above
will be considered for dismissal from the medical school by the MSPRB. The MSPRB is “…empowered
by MedSAC to monitor the performance of all students….and given authority for deciding the promotion,
graduation, commendation, and remediation of all medical students.”
Approved by the Curriculum Steering Committee on June 22, 2021
GRADUATION REQUIREMENTS
URSMD MD PROGRAM ELECTIVE REQUIREMENTS CHANGES
At the December 19, 2023 Curriculum Steering Committee, the CSC voted to change the
elective requirements to the following:
Elective Requirements:
23 weeks of elective in Phase 3 and Phase 4 combined to graduate (no change)
No more than six weeks in a research elective (no change)
No more than 12 weeks of extramural electives (no change)
No more than 12 weeks in a given subspecialty* (increase from 8)
Allow up to eight weeks of non-clinical electives (previously no restriction)
*Students who do 12 weeks in a given subspecialty must complete six weeks of their
remaining electives in a clinical setting that is different from and their subspecialty choice.
(new requirement).
Students can always do more than the minimum required number of electives.
This change in policy will begin with students currently in Phase 2, those who have not
completed all the Phase 3 required clerkships and courses by the end of the 2023-24 academic
year. This includes all students returning to the MD program from the PhD portion of the MD-
PhD program, from a year out, or a leave of absence.
Students in the Class of 2025 can elect to follow the new requirements. If they choose to do
so, they must follow all of the new requirements outlined above.
Academic Schedule:
Each University of Rochester medical student is required to complete successfully the following:
Academic Requirements
Orientation (Phase 1)
Human Structure and Function (Phase 1)*
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Introduction to Clinical Medicine (Phase 1)
Meliora in Medicine (Phase 1)
Medical Evidence & Inquiry (Phase 1) *
Molecules to Cells (Phase 1) *
Foundations of Biopsychosocial Practice (Phase 1)
Pharmacology (Phase 1) *
Host/Defense (Phase 1) *
Phase 1 Assessment (Phase 1)
Mind/Brain Behavior (Phase 2) *
Medical Humanities Selectives (Phase 2) *
Primary Care Clerkship (Phase 2)
Disease Processes and Therapeutics (Phase 2) *
Women’s Health (Phase 2) *
Disorders of Childhood (Phase 2) *
Meliora in Medicine (Phase 2)
Phase 2 Assessment (Phase 2)
Transitions to Licensure (Phase 2) *
Medicine Clerkship (Phase 3)
Surgery Clerkship (Phase 3)
Scientific and Social Foundations of Medicine Principles of ICU Science and Ethics (Phase 3)
Neurology Clerkship (Phase 3)
Psychiatry Clerkship (Phase 3)
Scientific and Social Foundations of Medicine Mind/Brain/Behavior (Phase 3)
Obstetrics and Gynecology Clerkship (Phase 3)
Pediatrics Clerkship (Phase 3)
Scientific and Social Foundations of Medicine Genes, Ecology, and Culture (Phase 3)
Phase 3 Assessment (Phase 3)
Elective Weeks:
- Minimum 23 weeks (Phase 3 and Phase 4)**
- Elective requirements for the MD-PhD students beginning their PhD portion in 2020-21 will be
clarified upon return to the MD program.
Surgical Subspecialty Selective (Phase 3 or Phase 4)- 2 weeks
Emergency Medicine Clerkship (Phase 3 or Phase 4)
Family Medicine Clerkship (Phase 3 or Phase 4 starting with Class of 2023†)
Acting Internship (Phase 4)
Critical Care Selective (Phase 4 starting with Class of 2023†) – 2 weeks
Improving Health Systems (Phase 4)
Successful Interning (Phase 4)
*MD/OMFS students are exempt from this course that is in Phase 1 or Phase 2
** See ELECTIVE requirement details on Page 41.
^Students who take their Acting Internship in an ICU setting (SICU or MICU) are required to take an
additional 2 weeks of a medicine or pediatrics hospitalist rotation
Further details regarding graduation requirements, activities which meet the requirements of two weeks
of surgical subspecialty and Acting internships, enrolled students should consult the Course Catalogue
on MedSIS.
Completion of Required Experiences in Year of Planned Graduation:
School policy mandates that all required clerkships and Acting Internships must be completed by April
of the graduating year to allow for adequate time to receive evaluations and to complete any possible
40 | Page
remediation before graduation. Electives can be taken in April and May to fulfill the total credit
requirements for graduation.
Medical Student Promotions and Review Board (MSPRB) Additional Mandated Academic
Requirements for Graduation:
The MSPRB is empowered to require medical students to complete additional course work, focused
and/or independent electives as a part of their requirements for graduation.
If the period of completing the MSPRB mandated academic requirements extends beyond four years
(eight semesters), the student’s status will change to the continuation of enrollment student status.
The continuation of enrollment preserves the full student status, loan deferment eligibility and
eligibility for financial aid. The student will be charged the prevailing fee for the continuation of
enrollment status (See the Bursar’s Website for institutional charges)
https://www.rochester.edu/adminfinance/bursar/.
The MSPRB mandated requirement(s) to graduate will be listed on the transcript as either the specific
activities (elective) required or full time independent study with the appropriate weeks of credit (over
and above the existing requirement).
Graduation of a student will be recommended by the MSPRB to the University Board of Trustees if the
student has demonstrated the necessary ethical and professional qualities required of a physician, has
successfully completed and passed graduation requirements, including all required and elective
courses and all required clerkships, electives, and activities.
Deferring Diploma Due to Outstanding Requirements:
Receipt of the diploma may be deferred for a period of four weeks beyond graduation if additional time
is needed to complete the graduation requirements. Students who can complete outstanding
requirements within the one-month period will have their names in the official graduation program and
will be permitted to participate in all commencement exercises. Diplomas will NOT be released until all
graduation requirements have been completed.
Implications for Participating in Commencement:
When there are extenuating circumstances, students with more than four weeks of requirements may
petition the MSPRB for permission to participate in the commencement exercises. If permission is
granted, the students will be allowed to participate in all aspects of commencement. However, their
names will NOT appear in the official graduation program, nor will their diplomas be released until all
graduation requirements have been completed.
Clerkship Site Assignment Requests:
All directors of required clerkships must give students an opportunity to indicate a preference for their
clerkship site. If a student would like to be assigned to a different site or once the clerkship has begun
wishes to be reassigned to another site, the student should contact the clerkship director and indicate
the reasons for the requested change. The student should also inform his/her/their Advisory Dean and
the Associate Dean for Student Affairs of this request. The clerkship director and the Associate Dean
for Student Affairs will confer on the request and the final decision is made by the clerkship
director. (Effective September 30, 2014)
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ELECTIVES
For the Class 2024 and the Class 2025
Limitation on Specialty Discipline Electives: Students may not schedule more than eight (8) weeks of
their required elective week total over the third and fourth years in a given discipline including any
extramural (away) electives. The Double Helix Curriculum—Translations and Transitions is designed
to provide medical students an opportunity to obtain clinical experiences that will not be included in
post-graduate training. The four weeks of required Acting Internship weeks (those experiences that
meet the Acting Internship requirement) are not counted in the eight-week elective total per discipline.
For example, a student completes two weeks of ophthalmology in Phase 3, completes four weeks
away in ophthalmology in Phase 4 and an additional four weeks of ophthalmology in Rochester. From
these ten weeks only eight weeks count towards fulfilling the elective week’s requirement. The
additional two weeks will be counted as noncredit. Students are expected to participate fully in and
complete all registered electives appearing on their academic program.
Starting with the Class of 2026 (and optionally Class 2025)
Limitation on Specialty Discipline Electives: Students may not schedule more than twelve (12) weeks
of their required elective weeks over Phase 3 & 4 in a given specialty discipline, including any
extramural (away) electives. Students who do 12 weeks of electives in a given specialty discipline
must complete six (6) weeks of their remaining required electives in a clinical setting that is different
from the 12 weeks taken in a given specialty. Any additional elective weeks in the same specialty
discipline will be noted on the official transcript and counted as non-credit bearing (count toward full-
time status, but not toward graduation requirements). The four weeks of required Acting Internship
(those experiences that meet the Acting Internship requirement) are not counted in the 12 weeks of
electives in a given specialty discipline.
Limitation on Non-clinical Electives: Students may not schedule more than eight (8) weeks of their
required elective weeks over Phase 3 & 4 in non-clinical electives. Any additional non-clinical elective
weeks will be noted on the official transcript and counted as non-credit bearing (count toward fulltime
status, but not toward graduation requirements).
The Double Helix Curriculum—Translations and Transitions is designed to provide medical students
an opportunity to obtain clinical experiences that will not be included in post-graduate
training. Students are expected to participate fully in and complete all registered electives appearing
on their academic program. Students can always do more than the minimum required number of
electives.
This change in the electives policy will begin with students enrolled in Phase 2 during the 2023-24
academic year and those who have not completed all the Phase 3 required clerkships and courses by
the end of the 2023-24 academic year. This includes all students returning to the MD program from
the PhD portion of the MD-PhD program, from a year out, or a leave of absence. Students in the
Class of 2025 can elect to follow the new requirements. If they choose to do so, they must follow all of
the new requirements outlined above.
Extramural Electives:
Students who have successfully completed all courses in the first two years and have maintained good
academic standing may participate in extramural electives in this country and abroad. Students may
42 | Page
spend up to 12 weeks of clinical electives at outside institutions with the approval of their Advisory
Dean. Extramural electives provide unique opportunities for students to gain novel experiences in other
countries or acquire insights into how different academic health centers and medical schools function.
Moreover, student participation in clinical electives at other hospitals allows students to not only
broaden their undergraduate medical education in the clinical area of their choice, but also may provide
unique perspectives on the outside hospital, its residency training programs and the location.
In order to ensure that extramural electives are equivalent in quality to those offered at Rochester,
students must obtain approval from a full-time, URSMD faculty member whose appointment is in the
same field as that of the desire elective. Since arrangements for extramural clinical electives are more
complex than those for other clinical electives, students are advised to make early inquiry (January of
Phase 3). Information about the required documentation and special scheduling considerations may
be obtained from the AAMC’s Visiting Student Learning Opportunities (VSLO). VSLO. Information can
be found on the registrar’s website and the Course Catalog in MedSIS. Students are responsible for
making sure that their extramural elective evaluations are forwarded to the Registrar’s Office after
completion of the elective. Students must complete an evaluation of their extramural elective, which is
coordinated though OCA.
International Clinical Electives:
See the later section on International Medicine Programs
Payment or Acceptance of a Scholarship for Coursework for Credit:
Payment or acceptance of scholarships for coursework for credit (including electives for credit away
from Rochester) is prohibited. Students may, however, accept reimbursement for travel, housing and
board to the extent that these are directly incurred in participating in the coursework for credit. For
example, payment of housing expenses would be allowed if housing must be maintained in Rochester
at the same time. This restriction is in place for several reasons. First, it is important to assure that
extramural electives and other academic work for credit are educational experiences. Second, there
is a desire to prevent students from receiving credit for experiences that have minimal or no educational
value. Third, it is critical to assure that the sponsor of the educational experience regards and will
conduct the academic experience as an educational program. Finally, there is a desire to prevent
students from participating in poorly designed programs because of the prospect of remuneration.
Students are encouraged to discuss extramural elective ideas and special academic experiences with
their Advisory Deans in their individual curriculum planning meetings.
Reading Electives:
Duration of Elective: Maximum of two weeks in Phase 3 and Phase 4/4
th
Year combined. Any
reading or other special electives created needs to be formally proposed, reviewed and approved by
the Advisory Dean before being added to the student schedule and cannot be scheduled in
overlapping dates. A reading elective would be added in MedSIS as a special elective. See the
MedSIS Phase 2 Student User Guide for instructions on adding a special elective.
Learning Objectives:
Students should emerge from the elective having improved capacity to write about and critically think
about medically related literature that is tied to their career interest and continued professional
development. Reading and writing are contributory to the integration of art and science and is great
preparation for internship and life-long learning.
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Criteria:
Factors taken into consideration for approval by the Advisory Dean are that the readings are medically
focused and are related to career interests and professional development. It is expected that the
activities of the reading elective will result in a workload for students that is comparable to other
electives. Students must have weekly face-to-face interaction with their faculty preceptor during the
duration of the elective. If the preceptor is off-site, meetings can be held by Skype, FaceTime, or any
other electronic format. Students must submit a product within seven (7) days of the end of the elective
date. Reading electives cannot be scheduled in overlapping dates with other course requirements or
extramural electives.
Products should reflect the expectation that the reading elective workload is comparable to other
electives and may include the following:
• Formal presentation
• Written paper (i.e. reflection, critique, etc.)
• Pre-determined product that is mutually agreed upon by the preceptor and student.
Evaluation:
Students will be evaluated by the preceptor with a grade of Pass, Pass Marginal, Fail, or Incomplete
Research Electives:
For electives that are created as a “research elective”, students may only complete a maximum of six
weeks for credit over Phase 3 and Phase 4/4
th
Year combined. Any special research elective created
needs to be formally proposed, reviewed and approved by a faculty member and the Advisory Dean
before being added to the student schedule and cannot be schedules in overlapping dates. A
research elective would be added in MedSIS as a special elective. See the MedSIS Phase 2 Student
User Guide for instructions on adding a special elective.
Unscheduled Time
Phase 3 and Phase 4/4
th
Year students who are enrolled in enough courses/clerkships/electives to
satisfy their full-time status and graduation requirements may choose to have unscheduled time,
where they are not scheduled for an elective or course. Students may have up to 3 consecutive
weeks of unscheduled time in a term (excluding winter vacation) before having to take a Temporary
Academic Pause.
Approval Process for Students Engaging in Non-credit Bearing Electives
• Students are required to complete a special elective form for any summer or non-credit
bearing clinical experience. This elective form must include a description of the activity.
• Students are required to have the signed approval of a U of R faculty preceptor (in an
appropriate clinical department) the approval of the Advisory Dean AND the Registrar's
Office prior to the start of the elective. (NO RETROACTIVE approval will be accepted).
Students must have an evaluation form completed by the on-site mentor two weeks after the
completion of the elective. This evaluation form will become part of the student's academic record.
The special elective experience will be reflected on the student's transcript as a non-credit bearing
elective.
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DROP/ADD POLICY
Students must consult with their Advisory Dean if they are considering a change in their academic
program. Any revisions to the academic program must be approved by his/her/their Advisory Dean.
A drop/add request for electives must be completed and submitted by the student in MedSIS and
after approval of the Advisory Dean and the Registrar’s Office in MedSIS the change will be
completed.
For all required clerkships and Acting Internships in Phase 3 and Phase/Year4, students will not be
allowed to drop or add a clerkship or Acting Internship within four weeks of the rotation start date.
Any drop/add requests made during the four-week window will require the approval of both the
clerkship/ Acting Internship director and the student’s Advisory Dean.
For all electives in Phase 3 and Phase/Year 4, students will not be allowed to drop or add an elective
within two weeks of the elective start date. Any drop/add requests during the two-week window will
require approval from both the elective director and the student’s advisory dean.
Failure to adhere to the above policy will result in the scheduled experience being listed on the
transcript with a grade of Withdraw.
Again, exceptions to the policies stated above will be considered ONLY under extenuating
circumstances and ONLY with approval from both the student’s advisory dean and the course
director. Students must register for all electives prior to beginning work. Post-hoc credit for work in
progress or completed will NOT be granted.
COURSEWORK AT OTHER U OF R SCHOOLS
Students can take noncredit courses in other University of Rochester schools with the approval of their
Advisory Deans and that school. An audit fee may be charged for non-credit courses. Tuition will be
charged by the other school for all coursework taken for credit. Students are responsible for all tuition
and audit charges for coursework in other U of R Schools.
ASSESSMENT DATA
The Office of Curriculum and Assessment uses MedHub as its centralized assessment system for the
curriculum and faculty teaching. The primary uses of these data is to monitor and improve the medical
student education program and to evaluate whether the school’s expected outcomes are achieved.
Student Confidentiality:
Students are assured all data they provide to the Office of Curriculum and Assessment is confidential,
and that reports based on their aggregate feedback will not be released to course / clerkship directors
until grades have been registered. Students are also informed, however, that inappropriate comments
will lead to an administrator identifying the author and providing feedback on the comments. Some
comments may lead to disciplinary action by the school.
Sharing Feedback about Faculty:
Reports based on student feedback about teaching faculty can be shared only with course / clerkship
directors, the faculty in question and his/her/their department chair/division chief, and committees that
consider special awards and honors, promotion and tenure. Any other feedback about faculty that is
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shared for the purposes of improving courses or other reasons must be general in nature and not permit
identification of individual faculty.
Ownership of Data
Assessment data are the property of the Office of Curriculum and Assessment whose members along
with other faculty may conduct research on questions of interest in the data. In these instances, all data
is de-identified.
Access to Data
Research is the only legitimate purpose other than curriculum monitoring and improvement for which
confidential curriculum evaluation data can be released. All requests for use of the data should be
accompanied by a written research proposal that outlines the study methodology and submitted to the
Director of Assessment.This proposal will be reviewed by the Office of Curriculum and Assessment
(OCA). If more than one request is received for use of the same or similar data, OCA will inform the
parties of the multiple requests and suggest that they collaborate in their research. If a proposal is
approved, the researchers also need to obtain approval from the institution’s Research Subjects
Review Board. The Director of Assessment will consult with the Associate Dean for Student Affairs
and/or the Senior Associate Dean for Medical Student Education regarding the request for information.
Collecting Data from Medical Students
All requests for collecting data from University of Rochester School of Medicine and Dentistry medical
students need to be submitted to the Office of Curriculum and Assessment and the Senior Associate
Dean for Medical Student Education to be reviewed, and where appropriate, referred to the institution’s
Research Subjects Review Board. This includes questionnaires developed by medical students,
faculty, and researchers within the medical school. Requests from outside the medical school will be
reviewed and if there is merit to the request will be sent to the Student Senate for final decision. If
Senate declines to have the survey sent to students, the SADMSE will notify the outside requester. If
Senate agrees, all links will be sent by the SADMSE to the students so student contact information is
not shared.
Student Participation in the Evaluation of Faculty and Curriculum:
The evaluation of the academic program and faculty is a compliance requirement for University of
Rochester Medical Students. Students’ views on the educational process provide much of the data
used to assess courses and faculty. In addition to participating in curricular innovation and in the
outcome studies to determine which innovations are most effective, Rochester students are expected
to treat the educational enterprise with the same seriousness of purpose as patient care and research.
The Office of Curriculum and Assessment (OCA) monitors student evaluation compliance. At the end
of each semester, OCA provides a summary of students’ evaluation non-compliance to the Medical
Student Promotions and Review Board (MSPRB). The MSPRB determines the threshold for warnings
and notations in the permanent record.
AAMC Student Questionnaires:
The data collected from AAMC Student Questionnaires (such as the AAMC Matriculating Student
Questionnaire (MSQ), AAMC Year Two Questionnaire (Y2Q) and the Graduation Questionnaire (GSQ)
are anonymous and influence planning, improvements and changes in medical education.
Consequently, reminders about the completion of AAMC questionnaires will be made at the start of
medical school and in the final semester of the fourth year. The medical school cannot require students
to complete these, however students are strongly encouraged to thoughtfully complete them.
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Follow-up on Incomplete Student Evaluations:
One week after a course, clerkship, and/or section ends, the Office of Curriculum and Assessment
(OCA) will send one reminder to students who have not submitted evaluations to complete their
evaluations within one additional week. Students who fail to submit their evaluations after that time
(i.e., 14 days after a course ends) will have their names added to the list of non-compliant students
forwarded to the MSPRB. Note: Students have four weeks to complete and submit evaluations
for courses/clerkships that end in December.
All questions regarding your course evaluation compliance status, difficulty accessing MedHub should
be directed to Isaiah Evans in the Office of Curriculum and Assessment (OCA).
Evaluations and Educational Experiences with Family Members:
To avoid the appearance of favoritism that may result from curricular experiences with family member
evaluators/preceptors, students are not permitted to engage in formal (credit bearing and/or funded)
educational experiences with close relatives. NOTE: The policy does NOT prevent medical school
admission of family members who are on teaching faculty, nor does it prohibit the faculty from teaching
family members in whole class lectures in the core courses. The concern is being certain in such
instances that another faculty member grades the papers/exams, etc. and that student family members
are not assigned to faculty family member PBL groups.
In addition to the core clerkships, clinical electives, PBL’s, small group assignments, students will not
be allowed to participate in URSMD funded fellowships and educational experiences with family
member evaluators. Whenever possible, students should not be assigned to hospitals where relatives
currently practice to avoid bias in the student’s evaluation.
For the purposes of this policy, the following are considered relatives: Spouse, partner,
spouse’s/partner’s natural and adopted children, grandchildren, and great-grandchildren; parents, step
parents, grandparents, and great-grandparents; brothers, sisters, half-brothers, and half-sisters; aunts,
uncles, nieces, nephews, first cousins, and second cousins; and persons married to or partnered with
them
Avoiding the Appearance of Bias in Evaluations Due to Prior Relationships
The medical school adheres to the university’s policy on Intimate Relationships (outlined beginning on
here). Additionally, the Medical School expects and requires both faculty and students to avoid
situations where a previous relationship could bias evaluations, teaching or could create the
appearance of bias. (Examples include but are not limited to: 1.) a student assigned to work with,
and/or be supervised by, and/or be evaluated by an individual who has or is currently providing medical
or mental health care, 2.) working with a preceptor in a credit bearing course and/or required
remediation where that preceptor has a close relationship with the student’s family). Should these or
other situations exist or if there is a case of doubt about such a situation, the student must immediately
contact his/her/their Advisory Dean, the Associate Dean for Student Affairs, and the Course or
Clerkship Director. The faculty member must contact the Course or Clerkship Director who notifies the
Associate Dean for Student Affairs. The Course or Clerkship Director will reassign the student to a
different preceptor, supervising physician, and instructor. Exceptions to this policy are not allowed.
The school views this issue as a matter of professionalism and all suspected violations of this
policy will be reviewed by the Honor Board, the MSPRB and/or the Faculty Professionalism
Council and Department Chair.
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Consistent with the above policy, providers of health care including psychiatric/psychological services
to medical students must have no involvement in the academic assessment of, disciplinary action of,
or in the decisions about promotion of that student. Questions or disclosures must be referred to the
Associate Dean for Student Affairs.
FINANCIAL AID
Financial Aid Eligibility:
Federal law requires that all students who receive Title IV financial assistance to achieve satisfactory
academic progress (SAP) toward their degree. It is mandated that SAP be measured by both
quantitative and qualitative standards. The following policy has been adopted by the University of
Rochester School of Medicine and Dentistry and applies to all students in the MD program including
those who receive Title IV financial aid.
All students who have not failed a course for the second time, and whose behavior has not been judged
to be unprofessional, will be considered to be making satisfactory progress and will be considered in
good standing.
Satisfactory Academic Progress (SAP) as defined by the URSMD requires that a student:
• Fully satisfactorily complete all Phase 1 courses subjects during two full years as a
matriculated student.
• Fully satisfactorily complete all Phase 2 courses and clerkship during two years as a
matriculated student.
• Take no longer than six calendar years as a matriculated student to complete the requirements
for the M.D. degree.
Time spent on Leave, as a Student Fellow, or in another degree program does not count in this
calendar.
International Student Aid Eligibility
International students are not eligible for financial assistance sponsored or guaranteed by state and
federal programs. Therefore, international candidates will be offered conditional acceptances to the M.D.
program pending verification of their ability to finance their medical education.
On or before May 15 of the year of matriculation for the M.D. degree, the accepted student must deposit
to the School funds sufficient to meet the full expenses of the four years of enrollment.
Matriculated international students will be eligible to apply for OMSEP sponsored awards and fellowships
that do not require candidates to be US citizens or permanent residents of the US. Consequently,
international students are not eligible to receive support from Federal Work Study (FWS), NIH, New York
State and other government supported sources.
If an international student’s immigration status changes to permanent resident or U.S. citizen in the
course of study, while the pre-paid tuition plan will remain, he/she can request termination of the
residual funds in the holding account, when valid and appropriate documentation of the adjustment is
provided to the Bursar’s Office.
With the exception of select OMSEP funded fellowships, financial assistance will not be available to
international students at any time during their matriculation at the medical school.
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Loss of Financial Aid Eligibility:
A student who fails to meet either the qualitative or quantitative components of the satisfactory
academic progress standards will be considered not making satisfactory academic progress. A student
not making satisfactory academic progress will not be eligible for federal financial assistance.
Notification of Change in Eligibility
Any student whose eligibility for federal financial aid changes as a results of the satisfactory academic
progress (SAP) policy, will be notified in writing via a letter to the URMC mailbox and via e-mail to the
URMC e-mail address.
Appeals to Reinstate Financial Aid Eligibility:
Any student whose federal financial aid is terminated due to unsatisfactory academic progress may
submit an appeal for reinstatement to the Director of Financial Aid. As part of the appeal, the student
will be required to disclose any/all extenuating circumstances and include supporting
documentation. Students need to demonstrate how/why their extenuating circumstance prevented
them from making satisfactory academic progress, and what has changed in their situation that would
allow the student to successfully demonstrate satisfactory academic progress in future semesters. The
Director of Financial Aid will review the mitigating circumstances that contributed to the student’s
unsatisfactory academic progress with the student’s Advisory Dean, the Associate Dean for Student
Affairs, and/or the Senior Associate Dean for Medical Student Education. The appeal decision is
final.
An appeal will only be approved if the SMD:
1. Has determined that the student will be able to meet the SAP standards after the subsequent
payment period (semester); or
2. Develops an academic plan with the student that, if followed, will ensure that the student is able
to meet SAP standards by a specific point in time.
Financial Aid Probation:
Financial Aid probation is granted only after a student has appealed and has had eligibility reinstated. A
student on Financial Aid Probation may only receive federal financial aid for two payment periods
(semesters). At that point, the student must meet SMD’s satisfactory academic progress
standards. Failure to meet those standards will result in termination of federal financial aid eligibility
without an option to appeal.
Treatment of Transfer Credits:
Any credits that are accepted towards the student’s MD degree will be counted as both attempted and
completed coursework in the SAP evaluation process. (Effective July 1, 2011)
DISTINCTIONS AND DESIGNATIONS
Academic Research Track (ART):
Overview:
The Academic Research Track (ART) is a program designed to support students who are interested in
pursuing careers in academic medicine with a research component.
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The Academic Research Track provides selected students with a broad and deep exposure to basic,
clinical, educational, or translational research, involving both didactic and mentored research
experiences through an enriched medical school curriculum.
The ART will be based in the Double Helix Curriculum—Translations and Transitions, with additional
requirements:
Attendance at series of monthly seminars, lectures and workshop, consisting of:
• Mini-courses or modules describing topics related to medical research, including statistics, study
design, conflicts of interest and bias, research communication and obtaining funding
• Additional required training in Ethics in Research through the course offered in the Graduate School.
• A strongly suggested participation in mentored research during the summer between Phase 1 and
2 (~eight weeks in duration), designed to provide exposure to research and to potential research
mentors.
• Completion of a ‘year-out’ to participate in a mentored research project – typically, between Phase
2 and year 3 or between years 3 and 4.
• Completion of a first-author manuscript describing the research and its results, in a form suitable for
submission to a peer-reviewed journal.
• Oral presentation of your work at the end of the mentored year out.
Students who are involved in research leading to a Master’s degree – such as in existing programs in
Public Health or in Neurobiology – or certificate programs may have additional requirements. The
Master’s thesis may not be submitted both for the Master’s degree and for ART. ART does not provide
tuition assistance for Master’s degree programs.
For additional information regarding the Academic Research Track (ART) contact:
Laurie Steiner, MD
Associate Professor of Pediatrics
Director of ART and non-International Medical School Research
Laurie_Steiner@urmc.rochester.edu
Distinction in Community Health:
The MD with Distinction in Community Health is an option for students who make significant longitudinal
contributions to community service, complete the Community Health Improvement Course elective, and
engage in learning about current issues and topics in community health throughout medical
school. Candidates will be invited to community health learning events, funding opportunities, and will
be given opportunities to present their work and develop a community health portfolio that will be
reviewed by the Distinction committee in spring of graduation year.
Requirements for Distinction in Community Health
1. Significant longitudinal contributions to community service
a. A total of 140 hours of community service across the four years of medical school is
required: Forty hours of service in Phase 1 and Phase 2 of medical school with an
additional 60 hours combined across the Phase 3 and 4
th
years, to be completed by
December of fourth or final year.
b. The Office of Medical Student Enrichment Programs (OMSEP) office will oversee the
tracking of service (SRO) hours for each student’s community service experience. Hours
must be logged with the OMSEP office by the end of each academic year.
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c. Candidates for Distinction can/should focus some of their community service hours towards
longitudinal community health improvement. Students should align their service hours
towards a particular population health issue or target population or organization, and are
encouraged to develop a longitudinal plan for community health improvement with Dr.
Theresa Green or a mentor.
2. Completion of the four week Community Health Improvement Course (CHIC1 + CHIC2) electives
prior to December 31
st
of the fourth or final year.
a. CHIC elective students who are Candidates for Distinction will be expected to work on their
longitudinal project during CHIC, and complete a comprehensive portfolio summarizing the
longitudinal project, and disseminate their work to faculty, staff and students through
presentation and written documentation. Students must successfully complete the course
content presented in CHIC1 and CHIC2.
3. Engagement in learning about current issues and topics in community health; Candidates for
Distinction are required to complete the following during their four years of medical school, but
prior to December of the fourth or final year:
a. Attend (live attendance or digitally) at least four (4) Public Health Grand Rounds
presentations and submit reflections.
b. Complete the Community Engagement in Population Health on-line MOOC (Class of 2024
and after), or attend a conference/special event related to community health, or actively join
a community-based organization or coalition for a year if the MOOC is unavailable.
Process for Distinction in Community Health
All candidates for the MD with Distinction in Community Health must register to do so (on MedSIS)
before the start of year 4. There is no obligation in registering, and registering will provide information
for community health learning opportunities.
1. During fourth year, candidates are required to complete CHIC1 and CHIC2 electives prior to
December of their fourth or final year. Prior to, and during CHIC elective, candidates will work
with a community partner to complete a community health improvement project, populate their
portfolio and complete the learning requirements outlined above.
2. By December of their fourth or final year, candidates will submit their completed portfolio (with
evidence of completion of all requirements) and will disseminate their project via a brief oral
presentation and a poster, and will engage in a question and answer session with the Faculty
Committee on Distinction in Community Health. (Usually during the Distinction in Community
Health Forum held in February of the student’s fourth or final year).
3. The SMD’s Faculty Committee on Distinction in Community Health will serve as the selection
committee for the MD with Distinction in Community Health designation. The Committee will
review the candidate’s portfolio and select the MDs for Distinction.
The selection committee recommends the distinction to the MSPRB. The Review Process will be
completed before April 1
st
of each year. The candidates selected for the MD with Distinction in
Community Health will be informed at commencement. (Students selected for Distinction in Community
Health who delay their graduations, will have their Distinction in Community Health announced at
commencement the year they graduate.) Therefore, the distinction WILL NOT be included in the
Medical Student Performance Evaluation (MSPE) of candidates.
Resources
51 | Page
Theresa Green, Ph.D., MBA
Distinction in Community Health Coordinator
Director of Community Health Policy and Education,
Center for Community Health & Prevention
Assistant Professor, Department of Public Health Sciences
585-224-2063
Theresa_Green@URMC.Rochester.edu
OME Resources
Please email [email protected]ochester.edu
Selection Committee
The SMD’s Community Service Faculty Advisory Committee will serve as the selection committee for
the MD with Distinction in Community Health designation. Kevin Fiscella, M.D., Associate Professor,
Dept. of Family Medicine, Chair
Distinction in Research:
Students may apply for consideration of the MD with Distinction in Research no later than January 15
th
of their fourth year. The MD with Distinction in Research differs from the certificate issued to students
who have successfully completed the ART program. A candidate for Distinction in Research must
submit a 5-page-maximum synopsis of the research* and a letter from the faculty (UR or other) research
advisor describing the candidate’s role in the research, commenting on the degree of independence
and evaluating the scholarly performance. Because letters from mentors play an important part in the
evaluation of the submission, each candidate is encouraged to inform the advisor about the information
the review committee seeks. The research must be completed during the student’s tenure in medical
school to be considered for the MD with Distinction in Research. Research done at another institution
while matriculated at UR can be considered for the MD with Distinction in Research.
To avoid putting other candidates at a disadvantage, candidates are required to limit the text of the
synopsis of their research to five (5) pages. The document must include labeled sections describing:
• Background of the project
• Methods used
• Results
• Discussion of the significance of the results
• Summary of the candidate’s role in the project
Candidates who have published manuscripts related to the distinction research should append the
paper(s) to their application. Candidates who have participated in research projects in several fields
should choose one as the focus of the Distinction in Research application.
The MD with Distinction in Research Review Committee (UR basic, clinical, and community-oriented
faculty) will judge the quality of the research. The Committee recommends the distinction to the
MSPRB. The Review Process will be completed before April 1
st
of each year. The candidates selected
for the MD with Distinction in Research will be informed at commencement. (Students selected for
Distinction in Research who delay their graduations, will have their Distinction in Research announced
at commencement the year they graduate.) Therefore, the distinction WILL NOT be included in the
Medical Student Performance Evaluation (MSPE) of candidates.
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Guidelines for Joint Degree Candidates:
While M.D./Ph.D. students and Masters students cannot use their Ph.D. or masters work as the basis
of their application for the Distinction in Research degree, they may use other investigative work, for
consideration of the MD with Distinction in Research.
Annual Announcement of Distinction in Community Health and Distinction in Research
Awardees:
The candidates selected for the MD with Distinction in Community Health and MD with Distinction in
Research will be noted in the program at commencement. Students selected for Distinction in
Community Health or Distinction in Research who delay their graduations, will have their distinction
noted at commencement the year they graduate. Therefore, the distinction designation WILL NOT be
included in the Medical Student Performance Evaluation.
MEDICAL STUDENT PERFORMANCE EVALUATION (MSPE)
The AAMC notes that: “The MSPE is a summary letter of evaluation intended to provide residency
program directors an honest and objective summary of a student’s salient experiences, attributes,
and academic performance.” All URSMD medical students will have an MSPE written summarizing
their performance in medical school regardless of their decision to apply for a residency position.
Release of the MSPE is done on the date advised by the AAMC (previously 1 October).
The MSPE will be formatting with consideration of AAMC guidelines. While the MSPE will note that
courses in the first two phases (years) of the curriculum are graded pass/ fail, beginning with the
class entering in August 2021, the MSPE will note the courses in the first two phases where a student
received a letter of achievement noting their performance was in the top 10% of their class.
An example of an MSPE is shared with students at annual class meetings.
Deadline for Including Clerkship and Acting Internship Evaluations in the MSPE
The deadline for receiving and including clerkship and Acting Internship evaluations in the MSPE is
September 1
st
. Clerkship and Acting Internship evaluations received after the September 1
st
deadline
will not be included in the MSPE. With a student’s written request to the Registrar’s Office, the
transcript in the Electronic Residency Admission System (ERAS) will be updated to include grades
received after September 1
st
.
Medical Student Performance Evaluation (MSPE) Groupings
Students are grouped based upon their performance in core clerkships. The following descriptors and
approximate percentages will be used for the URSMD MSPE groupings: Outstanding (20%),
Excellent (20%), Very Good (55%) and Good (5%). Grouping is determined by the Medical School
Promotions and Review Board whose decision is final (not appealable).
Formula to determine MSPE Groupings: The formula below will be used by the MSPRB to determine
the groupings for the MSPE. Grades from the Primary Care, Medicine, Neurology, Obstetrics and
Gynecology, Pediatrics, Psychiatry and Surgery clerkships) will be included in the formula. The first,
second, and third year basic science course work will not be included in the formula. A grade multiplier
will be used to balance the distribution of the clerkship grades.
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Formula: A Four point scale H=4, HP=3, P=2, Pm=1.5 x grade multiplier (a division by the average
grade in the clerkship for the class year) weighted by the length of the clerkship in weeks, divided by
the number of clerkships completed.
In designating the specific MSPE group assignments, awards, community service and additional
degrees earned during medical school will NOT be used in a systematic way to move students at break
points.
Grouping For Out of Phase Students
Out of phase students will be grouped with the class in which they complete at least 51% of their core
clinical requirements. They will retain their grouping in the class in which they graduate. For example,
a student completes Phase 3 in AY 2021-22 and enters a fellowship year in 2022-23. The student is
grouped with the Class of 2023 and is in the “excellent” group. When the student returns to medical
school in 2023-24 as a member of the Class of 2024, they retain their grouping of “excellent”.
Medical Student Performance Evaluation (MSPE) Groupings for Students Who Have Not
Completed Five Required Clerkships before August of the Fourth Year
Students who have not completed five required clerkships before August of the fourth year will not be
assigned an MSPE groupings. Instead, the following statement will be included in their MSPE: "It is
the policy of the University of Rochester School of Medicine and Dentistry that students who have not
completed five required clerkships before August of the fourth year will not be placed into MSPE
groupings. However given X's clinical performance, he/she/they would most likely be in the
_____category". The MSPRB determines what that category would most likely have been. The
decision is final (not appealable).
Author of MSPE
Each medical student’s MSPE will be written by his/her/their Advisory Dean during the summer
beginning the final academic year of medical school. The Advisory Dean has no role in summative
assessments during medical school and does not provide formal personal counseling. If a medical
student does not want their assigned Advisory Dean to write their MSPE, the student must notify the
Associate Dean for Student Affairs of their request for a different MSPE author by June 1 of the year in
which the MSPE is to be written. To provide the student with someone who is experienced in writing
an MSPE, the Associate Dean for Student Affairs will assign a different Advisory Dean to author the
student’s letter. The student will be notified of the assignment and work with that Advisory Dean in the
letter creation and review.
Request for Review of the Advisory Dean Prepared MSPE
By the first week of September, all students will receive an electronic copy of the draft of the MSPE
without the MSPRB decided descriptor. Students will review the letter and make their Advisory Dean
(or MSPE letter author) aware of factual errors. The MSPE draft with the factual errors noted and
proposed corrections must be returned electronically to the Advisory Deans within a time specified
with the release of the draft that is no less than 48 hours. No student proposed revisions will be
considered or made after the deadline.
A student who has substantive concerns regarding the tone and/or accuracy of their MSPE that cannot
be resolved with a discussion with their MSPE author, can submit a written request with the specific
concerns noted, to the Associate Dean for Student Affairs. The Associate Dean for Student Affairs will
convene an advisory committee (not including the original MSPE author) which will review the draft
MSPE with the noted concerns and if warranted, will amend the MSPE for balance and accuracy. The
54 | Page
review can review original clerkship summaries but will not look at individual evaluations. The
committee’s decision and any MSPE amendments will be conveyed in writing to the student. The
decision of the review committee will be final. Students will not have the option to choose the version
of the MSPE to be submitted for residency application. The review committee’s approved document
will be the final MSPE.
Students, who have proposed revisions to their MSPE, will be able to schedule an appointment with
the Registrar’s Office to view (with supervision) the final MSPE. Copies of the final MSPE will NOT be
released or sent to enrolled students or graduates.
MSPE Release and Amendments
A sealed copy of the original MSPE will only be sent to the requesting agency with the student’s written
permission. Copies of the MSPE will NOT be released or sent to enrolled students or graduates. The
school will not amend or change the final MSPE at a student’s request, nor honor requests to include
updates, add graduation honors/ awards, changes in specialty interest, etc.
Once the URSMD MSPE has been finalized on or before 1 October of the final year, it is not modified
except under the following circumstances:
1. The student does not graduate in the academic year when the MSPE was finalized. In this
circumstance, the letter is revised to reflect their medical student course and finalized the
next academic year. In this case, the student retains their original grouping.
2. A student has a formal academic or disciplinary action as determined by the MSPRB that
results in an addition to the permanent record or a reportable legal matter occurs after the
MSPE has been released, but before the student's graduation, the school retains the right to
revise/addend an MSPE and send the revised MSPE to the appropriate training program,
affiliated organization, licensure entities, etc. The student will be advised (at the last known
contact address) about the revised MSPE content and the external bodies notified. In this
circumstance, “Addendum” with the date is added to the letter below the author’s original
signature. Following this, the text describes incident(s) and school response(s) and then a
signature by an appropriate school official. The content of this addendum is determined by
the MSPRB and the board’s decision is final.
3. A student who does not enter graduate medical education in the academic year immediately
following graduation may have an addendum reflecting their final months of medical school if
the student submits a written request to the Associate Dean for Student Affairs within twelve
months of graduation. The addendum is written by the original author if available or by the
Associate Dean for Student Affairs. The content of the addendum is not appealable.
The MSPE is not modified for students to reflect activities after they have graduated from the medical
school under any circumstances.
Approved by the Curriculum Steering Committee on July 20, 2021
ALPHA OMEGA ALPHA HONOR SOCIETY
Alpha Omega Alpha (AOA) is a national medical society of which the URSMD has a chapter.
Students are elected to AOA by a committee composed of faculty who are members of AOA. The
Senior Associate Dean for Medical Student Education, the Associate Dean for Student Affairs and
Advisory Deans are not part of the AOA selection committee or selection process. The MSPRB may
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remove a student from AOA eligibility based upon academic or professionalism concerns during
medical school but has no other role in the AOA selection process.
Beginning with the Class of 2023, all medical students can apply for election to AOA. Students who
wish to be considered for AOA will complete an online form outlining their contributions during
medical school in areas that include research, community service, and leadership. Activities and
contributions prior to medical school are not taken into consideration by the selection committee. The
AOA selection committee will have access to academic performance in the form of clerkship grades
and commendations received during first and second years. All information is de-identified prior to
AOA committee review. The AOA selection committee will elect up to 20% of the graduating class.
Students elected to AOA will be informed by mid-September. Decisions of the AOA selection
committee are not appealable.
Of note, the MSPRB formally approves candidates for AOA from the list of those who apply. The
MSPRB may remove a student from AOA eligibility based upon academic or professionalism
concerns during medical school. The academic or professionalism concerns that result in ineligibility
can include those that did not result in formal disciplinary action by the MSPRB. The application of
any student removed will not be forwarded to the AOA selection committee. The MSPRB has no
other role in the AOA selection process.
GOLD HUMANISM HONOR SOCIETY
The Gold Humanism Honor Society (GHHS) recognizes students, residents and faculty who are
exemplars of compassionate patient care and who serve as role models, mentors, and leaders in
medicine. GHHS members are peer nominated and are the ones that others say they want taking
care of their own family.
The committee that selections medical students into the URSMD chapter of the GHHS does so based
upon a student peer nomination process. The process is done at the end of Phase 3 and all students
in that class are asked to submit nominations. 15% of the class may be selected.
The GHHS inductees will be informed by mid-September.
MEDICAL SCIENTIST TRAINING PROGRAM (MSTP) STUDENTS
The MSTP (also known as - MD/PhD program) begins with two years of medical school course work
and the taking and passing of Step 1. Upon successful completion, the student enters Graduate School
and most students defend their thesis in 3 – 5 years. MSTP students return to medical school upon
advisement by their Advisory Dean and the MSTP Director, typically following dissertation defense and
receiving their Ph.D.
See also: https://www.urmc.rochester.edu/education/md-phd/prospective-students/curriculum.aspx
MD/PhD Program Performance Expectations:
Students in the MD-PhD Program at The University of Rochester are expected to maintain excellent
academic performance during all components of the combined training program. Although the school
anticipates that most students will remain at or near the top of the class, a variety of circumstances may
interfere with student performance on an individual examination or other course/clerkship component.
However, academic performance in the bottom third of two or more courses in the medical school
curriculum or any performance at the “C” grade level in graduate school coursework will result in special
56 | Page
review by Program Directors and the MSPRB and consideration of several remedial strategies. Lack
of improvement in performance following the prescribed remedial strategies will result in further
evaluation and may result in a recommended leave of absence, probation or possible termination from
the MD-PhD Program (all of which would be reflected in the permanent record).
Students who display deficiencies in professional conduct will be reviewed by the MSPRB. The policies
and procedures for the review by the MSPRB are outlined elsewhere in this handbook. Students with
concerning academic performance will have their performance reviewed by the MSPRB if it is related
to the MD curriculum or by the Internal Advisory Committee if it is during the PhD curriculum. The
Internal Advisory Committee may seek information from the graduate program director, Advisory Dean,
MSPRB, thesis advisor and/or thesis committee as deemed appropriate by the Internal Advisory
Committee. Decisions to terminate a student from the MD-PhD program are made by the Internal
Advisory Committee. Any student terminated from the MD-PhD program by the MD-PhD Internal
Advisory Committee may continue to meet criteria for participation in medical (MD) or graduate (PhD)
programs according to specific school guidelines as outlined in the medical and graduate student
handbooks. A decision about continuation in the PhD program will be made by the Senior Associate
Dean for Graduate Studies. A decision about continuation in the MD program will be made by the
MSPRB.
Termination from the MD-PhD program will be noted on both the MD and the PhD transcripts.
Source: MD-PhD Program Policies and Student Guidelines (Instituted in 2005; revised December 2009, revised May 2018)
MD/PhD Program Requirements:
Students enrolled in the MD-PhD Program are required to participate in program-specific courses and
events as part of their training. These include a course entitled Scientific Reasoning in Medicine during
the first and second years of medical school, the Ethics and Professional Integrity in Research course,
the Longitudinal Clerkship Experience and associated MSTP Clinical Rounds during graduate training,
an Annual MSTP Retreat, an Annual Medical Scientist Research Symposium, and regular dinner
seminars. In addition, most MD-PhD Program trainees will participate in formal laboratory rotations
prior to identifying a thesis research laboratory. Details on these requirements and other aspects of
MD-PhD training are described in the MD/PhD Student Handbook, which can be accessed at:
https://www.urmc.rochester.edu/MediaLibraries/URMCMedia/education/md/md-phd/images/MSTP-
Handbook-2023-24_1.pdf
Scientific Reasoning in Medicine (SRM)
The Scientific Reasoning in Medicine (SRM) course consists of a two-part journal club held on regularly
scheduled Mondays and Fridays throughout the academic year, for a total of 24 sessions each year.
The purposes of these sessions are to keep first and second year MSTP students engaged in basic
science and to encourage trainees to consider translational implications of research during the first two
years of medical school. In addition, SRM exposes MSTP students to potential research mentors.
Criterion used to assess student performance in the class include attendance, participation in group
discussion, and the ability of group leaders to facilitate a lively discussion on the selected article(s).
Completion of the course after both years will result in 2 elective credits towards the medical school
curriculum graduation requirements.
Longitudinal Clinical Experience for MSTP Students:
Purpose:
To enable MSTP students to:
• Stay connected to clinical medicine during their Ph.D. for a more integrated joint degree program.
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• Keep up their clinical history and physical exam skills while completing their PhDs and ensure a
smoother transition back to the MD curriculum.
• Earn clinical elective credit during the PhD for flexibility in the clinical years.
• Begin exploring clinical specialty options during graduate school.
General Features:
• Four hours per week in a clinical setting.
• Year or half-year preceptor assignments.
• Four weeks of 4th year elective credit/year of clinical experience (two weeks of 4th year elective
credit/half year of clinical experience).
Learning Objectives:
• Students will gain knowledge of their preceptor’s clinical approach to patients and medicine.
• The experience should emphasize clinical reasoning and the integration of basic science to clinical
care.
• In the appropriate setting, students will be involved in practicing history/physical exam skills.
• This is NOT a third year rotation. Students are not required to write up patients or follow/round on
patients in an inpatient setting unless they request to do so.
Requirements:
• For full year credit (4-week clinical elective equivalent): 40 weeks attendance. This allows for one
month off between electives in addition to missed sessions for holidays, illness, preceptor absence,
etc.
• For half year (2-week clinical elective equivalent): 20 weeks attendance.
To receive credit, students must attend a total of three LR sessions for each 20 week LCE block
either as a presenter or group participant.
• It is expected that students will participate in this program for up to two years of their graduate work.
• Approval of experience must be obtained from both the Advisory Dean and the MSTP Director.
Total Maximum Credit – eight (8) weeks (Revised January 2006, March 2009)
Longitudinal Rounds:
Longitudinal rounds (LR) are interactive seminars designed to complement MSTP student clinical
experiences by offering a forum to practice oral presentation skills and refine clinical reasoning.
Objectives of the LR experience are to allow students to refine case presentation skills and to gain a
broader exposure to the range of medical subspecialties. LR sessions are held monthly and trainees
will coordinate the scheduling such that the clinical preceptor can also attend their particular session.
OPTING OUT OF EDUCATIONAL EXPERIENCES DUE TO CONSCIENTIOUS OBJECTIONS
A URSMD medical student who desires not to participate in specific health care and/or research
procedures in non-emergency situations, and who has complied with the existing notification and
approval process, shall not be required by faculty, residents, or other health team member to participate
in any health care or research activity related to the conscientious objections.
Students cannot opt out of participating in educational experiences that involve emergency health care.
Because students with conscientious objections must participate in the care of patients during
emergency situations, they will not be exempted from core/required curricular content. As such, they
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must be assessed on the educational content and must demonstrate (via means other than the actual
procedures of the area of objection) the expected level of knowledge competence. The URSMD is not
responsible for providing tutoring and/or academic support to assist a student with meeting the
academic standards related to the area of objection.
Procedures for Advising the School about Conscientious Objections:
A student with conscientious objections must:
1. Advise the school each year in writing, about his/her/their conscientious objection
2. Identify and explain the reasoning in support of the conscientious objection
3. Indicate the specific (non-emergency) educational experiences he/she/they anticipates opting out
of.
The deadlines for advising the school about a conscientious objection are:
Annual Deadlines for Requesting Accommodations for Conscientious Objections:
Accepted candidates July 15 (note: candidates offered admission after July 15, must advise the
school about their conscientious objection at the time of accepting the offer
of admission)
Phase 2 July 15
Phase 3 and Year 4 Due by the deadline for submitting the next year’s schedule
All requests should be made via the Orientation Website (incoming students) or current students at
http://bit.ly/1xtuY4W.
If a student’s conscientious objection and anticipated absence or non-participation in educational
experiences, substantially alters the depth and integrity of the educational requirements for University
of Rochester medical students, a review committee will be convened by the Associate Dean for Student
Affairs. The review committee determines the reasonableness of the anticipated non-participation. The
student may appeal an adverse review committee decision to the MSPRB.
Appeals Process:
Students with concerns about eligibility and provision of accommodations for conscientious objections
may appeal the decisions to the Medical Student Promotions and Review Board (MSPRB).
The student’s formal appeal must be received in writing by the Associate Dean for Student Affairs within
five business days of the date of the eligibility outcome letter. The correspondence should state the
reasons for appeal and provide an alternative plan the student wishes to be considered. The MSPRB
appeals review will occur within forty-five calendar days of the initial decision.
Five members of the MSPRB should participate and all decisions should receive a majority vote.
Formal rules of evidence do not apply. Any material considered relevant by the MSPRB shall be
considered. The MSPRB may invite consultants to participate in the review of the appeal as non-voting
participants. The student may be required to meet with the MSPRB as a part of the review process.
The student may appear alone, or with an advocate who is not an attorney.
The MSPRB will offer an independent opinion about the merits of the appeal, the reasonableness of
the requested accommodations and if granting such will substantially alter the depth and integrity of
the educational requirements for University of Rochester medical students. The decision of the MSPRB
is final.
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PROFESSIONAL LIABILITY INSURANCE FOR MEDICAL STUDENTS
Actively registered students of the University of Rochester School of Medicine and Dentistry are
provided professional liability coverage under the University’s professional liability program for activities
limited to complete an approved program of medical instruction.
The activities covered under this program are those required by the curriculum of the University of
Rochester Medical School. Any activities a medical student performs for which he or she is paid, or
activities a medical student volunteers to perform which are not required by the curriculum or not
registered with the medical school, are not covered under the University’s program.
RELIGIOUS OBSERVANCE
In order to be in compliance with New York State Education Law 224-a, the University has adopted the
following statement regarding respect for students' religious beliefs.
"As provided in New York Education Law Section 224-a, students who choose not to register for
classes, attend classes or take exams on certain days because of their religious beliefs will be given
an equivalent opportunity to register for classes or to make up the work requirements or exams they
miss, without penalties or additional fees."
School of Medicine and Dentistry students who anticipate absences from scheduled educational
activities due to religious observances, are required to provide written notification to the Registrar's
Office by the listed deadlines of the anticipated days they will be absent for the academic
year. The approved accommodations are for the actual days of the observance(s) and do not include
additional time for out of area travel to participate in an observance.
Deadlines for Requesting Accommodations for Religious Observance:
Accepted candidates July 15 (note: candidates offered admission after July 15, must advise the
school about their request for religious observance at the time of accepting
the offer of admission)
Phase 2 July 15
Years 3 and 4 Due by the deadline for submitting the next year’s schedule
All requests should be made via the Orientation Website (incoming students) or current students at
http://bit.ly/1xtuY4W.
Students are notified by the Associate Dean for Student Affairs of the outcome of their request for
accommodatiosn for religious observance. Course and clerkship directors are also notified by the
Associate Dean for Student Affairs. Students are also encouraged to discuss their anticipated approved
religious observance absences with their course and/or clerkship directors.
If the requested accommodations in effect require or result in students never participating in required
educational experiences, a review committee will be convened by the Associate Dean for Student
Affairs. The review committee determines the reasonableness of the requested accommodations and
if granting such will substantially alter the depth and integrity of the educational requirements for
University of Rochester medical students.
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Appeals Process:
Students with concerns about eligibility and provision of accommodations for religious observance may
appeal the decisions to the Medical Student Promotions and Review Board (MSPRB) according to the
process established by the medical school.
The student’s formal appeal must be received in writing by the Associate Dean for Student Affairs within
five business days of the date of the eligibility outcome letter. The correspondence should state the
reasons for appeal and provide an alternative plan the student wishes to be considered. The MSPRB
appeals review will occur within forty-five calendar days of the initial decision.
Five members of the MSPRB should participate and all decisions should receive a majority vote.
Formal rules of evidence do not apply. Any material considered relevant by the MSPRB shall be
considered. The MSPRB will offer an independent opinion about the merits of the appeal, the
reasonableness of the requested accommodations and if granting such will substantially alter the depth
and integrity of the educational requirements for University of Rochester medical students. The decision
of the MSPRB is final.
The MSPRB may invite consultants to participate in the review of the appeal as non-voting participants.
The student may be required to meet with the MSPRB as a part of the review process. The student
may appear alone, or with an advocate who is not an attorney.
REVIEW OF STUDENT STATUS AND DUE PROCESS PROCEDURE
Medical Student Promotions and Review Board (MSPRB)
1. MedSAC (Medical School Advisory Council) will appoint members of and be responsible for
actions of the Medical Student Promotions and Review Board (MSPRB), a body empowered by
MedSAC to monitor the performance of all students. The MSPRB is charged with and given
authority by MedSAC for deciding the promotion, graduation, commendation, and remediation of
all medical students. MedSAC will appoint a separate five-member body from its members
(MedSAC Appeals Board) to hear students’ appeals of actions of the MSPRB.
2. The MSPRB is a seven member Standing Subcommittee of MedSAC. Members are all faculty
and will be named by MedSAC, in consultation with the Senior Associate Dean for Medical Student
Education. Calls for nominees for open positions will be made to the faculty who can self-
nominate. Terms of office will be for four years, with appointments staggered to preserve
continuity. MedSAC may appoint members to additional terms.
MSPRB Alternate Status
• After serving four years as a voting member (note: would not preclude the option to reappoint
for an additional four years), a member may serve three years as an alternate MSPRB
member, when a quorum of voting members will not be available (participant will be needed
most for ad hoc meetings)
• Alternates are invited but not required to attend all scheduled meetings, but would be provided
all background information if participating in a voting session.
• The decision on whether to identify, appoint, and include an alternate MSPRB member rests
with the MSPRB.
3. The MSPRB will be chaired and co-chaired by two faculty members; one will have his/her/their
primary appointment in a basic science department, and the other will be named from the clinical
faculty. The terms as chair and co-chair will be for three years. The duties of the chair and co-
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chair will be to moderate all meetings of MSPRB. The Senior Associate Dean for Medical Student
Education, the Associate Dean for Student Affairs, the Associate Dean for Admissions, the MD
Program Registrar, the Director of the MD-PhD/MSTP Program, and the Advisory Deans will be
ex-officio members of MSPRB without vote. At the discretion of the MSPRB chair and co-chair,
joint degree program, course and clerkship directors will be invited to attend MSPRB meetings
whenever performance in their courses is being discussed or whenever they may provide insight
about a student whose performance/behavior is being discussed. At the discretion of the chair,
consultants and other resource people may participate in the MSPRB deliberations without voting
privileges.
4. All students for whom there are concerns either new or previously unresolved will be discussed at
each meeting.
5. The MSPRB will be staffed by the Associate Dean for Student Affairs (ADSA), who will also
correspond with students about the outcome of MSPRB discussions and decisions on behalf of
the MSPRB. The Associate Dean for Student Affairs must communicate all actions of the MSPRB
in writing to the student in question within one week of the MSPRB meeting. Similarly, the student
will be notified when remediation has been successfully completed or monitoring ended.
Authority and Charge
1. The MSPRB is authorized by MedSAC to execute its duties.
2. The charge of MSPRB is to monitor the academic performance of all students while matriculated
in the medical school, while on leave, and while on Student Fellowships. Its approach should be
primarily dedicated to understanding and successfully remediating whatever academic or
behavioral problems or concerns are brought to its attention. For students enrolled in the
Rochester Early Medical Scholars (REMS) Program, and other early assurance or combined-
degree programs, the Department/Program in which the student is enrolled will monitor the
academic performance of the student during the non-medical degree portion of the training. The
Department/Program will have jurisdiction over all academic issues. However, if questions of
integrity, responsibility, and proper conduct arise in the other degree program(s) (or in any other
area), these may be taken up by MSPRB to determine any potential impact upon the student's
early assurance admission or return to the medical curriculum.
3. Any unprofessional conduct such as violations of the Expectations of Medical Studentsmay be
grounds for disciplinary action. These are considered academic issues and will fall under the
purview of MSPRB. MSPRB will determine appropriate remediation, monitoring, or dismissal of
students whose academic performance or conduct is deficient. The MSPRB is authorized to make
these determinations independent of MedSAC.
MSPRB Procedures:
All academic deficiencies including allegations of unprofessional conduct will be brought to the attention
of the MSPRB.
Monitoring of student performance will be a continuous process, and ad hoc meetings may be called
at any time to consider the performance of individual students.
Regular meetings will review the performance of enrolled medical students including those on
fellowship, leave of absence, or in the non-MD program component of a combined degree program.
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The performance of all students who have received a marginal pass or failing grade since the preceding
MSPRB meeting will be discussed at the MSPRB meeting.
The performance of students who have already remediated grades less than Satisfactory/Pass, and
those who are on Advisory Status or on Probation will also be discussed.
A regular meeting held within a month of the end of each semester will be dedicated primarily to the
promotion of all first,second, and third year students. Fourth or final year students will be reviewed prior
to graduation to confirm they have met all the requirements to graduate.
MSPRB Review of Academic Performance Issues:
If a student’s performance is to be reviewed by the MSPRB, his/her/their Advisory Dean will be notified
by the Associate Dean for Student Affairs prior to the meeting of the MSPRB to allow time to contact
the course/clerkship director and/or student to understand any mitigating or extenuating circumstances
surrounding the performance concern.
A quorum of the MSPRB consists of either the chair or co-chair and a total of at least five of the seven
members. Decisions to dismiss a student shall require a majority of the entire MSPRB. All other
decisions shall require a majority vote of those present. Decisions of MSPRB, including
recommendations for remediation, will be sent to the student within one week of the MSPRB meeting.
Custody of these official actions of the MSPRB will reside with the Associate Dean for Student Affairs.
For each student who is discussed, a decision will be made including, but not limited to: a) taking no
action; b) sending the student a letter of concern/advice; c) placing the student on an “Advisory” status;
d) recommending remedial action; e) recommending disciplinary action (e.g., reprimand, probation,
mandated actions including leave, independent evaluations, etc.); or f) dismissal from the medical
school.
Students whose performance will be “monitored” (placed on an Advisory Status) will not be required to
do additional work, but a support plan will be devised by MSPRB to help them succeed, and their
progress will be scrutinized at subsequent MSPRB meetings, until the MSPRB votes to end their
Advisory Status. Advisory Status is meant to assist students in succeeding and is not considered an
adverse action (e.g., it will not be reported in the MSPE or appear on the transcript). For students
required to undertake remedial work, the MSPRB should clearly stipulate the nature, expectations, and
timing of this remediation. The adequacy with which the student completed this remediation will be
addressed by MSPRB at its first meeting after the stipulated completion. Formal disciplinary actions by
the MSPRB and dismissals are noted in the MSPE and in the permanent record.
In the MSPRB review of any student who receives a grade of Marginal Pass and/or Fail in any two
courses or clerkships in a given academic year, the MSPRB will specifically discuss repeat of the
academic year or dismissal from the medical school. If the repeat of a previously failed required course
or clerkship does not result in a fully satisfactory grade (Pass), this will result in an MSPRB decision of
dismissal from the medical school. Of note, a Pass Marginal grade is not a fully satisfactory grade.
MSPRB Review of USMLE Performance:
The MSPRB will monitor students’ performance on USMLE Step 1 and Step 2 CK. In the event a
student fails, the MSPRB is responsible for taking appropriate action (e.g., recommending tutoring,
special course, or a Leave of Absence) to improve the student’s performance and comply with
published school policies in place at that time.
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Appeals Processes:
Appeals of MSPRB Decisions
Decisions of the MSPRB requiring a student to repeat a full academic year, requiring a leave of a year
or more, or dismissing a student are the only MSPRB decisions students may appeal. The processes
to appeal the requirement that a student repeat a course or clerkship are outlined in the Grade Appeals
Policy and in the Clerkship Appeals Policy. MSPRB decisions subject to appeal may be appealed by
students to the Medical School Advisory Council (MedSAC) Appeals Board (MAB).
The student’s formal appeal must be received in writing by the Associate Dean for Student Affairs within
five business days of the date of the MSPRB's required repeat of an academic year, required leave
letter, or dismissal letter. The student will write a formal appeal, stating the reasons for appeal and
outlining an alternative plan of action that he/she/they wishes to be considered.
The MedSAC Appeals Board (MAB) shall consist of five designated MedSAC members. The remaining
members of MedSAC shall serve as MAB alternates when the designated members are not available
to participate. The Chair of the MAB shall identify the MAB alternates based on availability for
participation in the process. Five designated and/or alternate members of the MAB must be present,
and all decisions are made by a majority vote. Formal rules of evidence do not apply. Any material
considered relevant by the MAB shall be considered. It is intended that the MAB offer an independent
opinion about the merits of the case. The MAB will reconsider the entire case and arrive at its own
decision.
The appearance of the student before the MAB shall occur within forty-five calendar days of the initial
MSPRB decision. The student may appear alone, or with an advocate (who is not an attorney), before
the MAB. The student and/or advocate may not record and/or audiotape any portion of the appeals
process meeting(s).
In the correspondence to the student confirming the date and time to report for the appeals meeting, a
deadline (date and time) will be included for the student to provide the advocate’s name, affiliation and
contact information. In addition, if the student would like the MAB to review and/or consider documents,
other than the written appeal, a deadline for submitting the specified number of copies, will be included
in the confirming correspondence. All documents will be submitted to the Associate Dean for Student
Affairs.
The MAB retains the right to deny the participation of an advocate named after the stated deadline or
for whom the requested documentation has not been submitted. The MedSAC Appeals Board retains
the right to exclude supporting documents received after the stated deadline.
The Associate Dean for Student Affairs will communicate in writing the decision of the MAB to the
student within three business days of the MAB meeting. The Senior Associate Dean for Medical
Student Education, the Associate Dean for Student Affairs, and the student’s Advisory Dean may sit at
the discretion of the MAB as ex officio, non-voting members. Custody of the record of the official actions
of the MAB will reside with the Associate Dean for Student Affairs.
Unless a student is considered by the MSPRB to possibly be a danger to patients or others, he/she/they
may continue to attend classes and clerkships through his/her/their appeal (see MSPRB Appeals) of
an adverse MSPRB action.
Appeals of MedSAC Appeals Board Decisions:
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Adverse decisions of the MAB may be further to the Dean of the Medical School, whose decision is
final. The student’s formal appeal to the Dean must be received in writing by the Associate Dean for
Student Affairs within five business days of the date of the MAB’s decision letter. The appeal must state
the reasons for appealing, and present an alternative plan. The Dean's obligation is to review the file
with attention to the discipline, dismissal, and processes to confirm they were conducted in accordance
with published school policies before rendering a decision. The Dean has the discretion to consider
any other matter or information he/she/they deems relevant in reaching his/her/their decision and may,
at his/her/their discretion, meet with the student (without the student’s attorney).
Review of Prior Appeals Decision Due to New Information:
When new information (for example discovery of fraud, inaccurate or misleading information) results in
a review of a prior decision, a student will be given an opportunity to review and respond to the new
information.
The MSPRB and the MAB may consider the new information and how it will impact on a prior decision
by reviewing solely the new information and the student’s response. The MSPRB and the MAB also
retain the right to meet with the student before deciding if and how the new information will impact on
a prior decision.
Above policy updated and approved by MedSAC on July 21, 2021.
Medical Student Promotions and Review Board Voting Members:
Catherine Gracey, MD., Chair
Professor, Department of Medicine
Robert S. Freeman, Ph.D., Co-Chair
Professor, Pharmacology & Physiology
Debra Ogie, MD
Associate Professor of Clinical Medicine
Nayan Patel, MD
Adrienne L. Morgan, Ph.D.
Hospitalist, Department of Medicine
Vice President of Equity and Inclusion,
and Chief Diversity Officer, University of
Rochester
Tziporah Rosenberg, PhD, LMFT
Associate Professor, Psychiatry and
Family Medicine
Jerome Jean-Gilles, Jr. MD
Assistant Professor, Pathology and
Laboratory Medicine
Ex-officio Members:
Flavia Nobay, MD
Associate Dean for Student Affairs
Professor, Emergency Medicine
Kathleen Kelly, JD
School of Medicine and Dentistry Registrar
David R. Lambert, M.D.
Senior Associate Dean for Medical Student
Education
Professor of Medicine
Christine Hay, MD
Associate Dean for Admissions
Kerry O’Banion, MD, PhD
Director, MD-PhD/Medical Scientist Training
Program
Advisory Deans:
David Kaufman, MD
Professor of Surgery
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Cheryl Kodjo, M.D.
Professor of Pediatrics
Anne Nofziger, MD
Associate Professor, Family Medicine
Erik Rueckmann, M.D., MPH
Assistant Professor of Emergency Medicine
Lisa Vargish, MD, MS
Associate Professor, Department of Medicine
Procedures to Avoid the Impact of Conflicts of Interest:
The following policy and procedures have been implemented to avoid the impact of conflicts of
interest. A faculty member or other institutional official will automatically recuse him/herself from any
discussion or vote relating to a matter where there is a potential for or the existence of a conflict of
interest and state publicly that there is a personal conflict.
The SMD policy and procedures to avoid the impact of conflicts of interest will be included on the
agenda of all evaluation/disciplinary MSPRB, MedSAC Appeals and Honor Board meetings. The voting
members will be reminded that their eligibility to participate in a discussion or vote is a result of no
known conflicts of interest. (Effective October 12, 2005, updated August 18, 2011)
Examples of conflicts of interest that would result in a member of the MSPRB, MedSAC Appeals, and
Honor Board recusing themselves from a discussion regarding a student include but are not limited
to: involvement in any course, clerkship, elective or curriculum requirement that is related to the
student issue being discussed, prior personal relationship with the student or immediate family
member, and any other reason for which the board member feels they cannot be objective. The
member must state (in person or electronically) that they have a conflict of interest and will recuse
themselves. The chair will acknowledge the recusal (if it is the chair who is recusing, the co-chair will
acknowledge the recusal). Recusal includes leaving the meeting room (in-person or virtual), not
offering any additional information, and not participating in the discussion. Committee members are
instructed to have no discussion with the faculty member who recuses themself. In subsequent board
meetings where the student is discussed, the member will again recuse themselves in the same
manner.
SELF DISCLOSURE IN THE COURSE OF LEARNING
It is essential that we respect not only the confidentiality of patients, but also of health care providers
and fellow students. Any discussions that take place during practice exam sessions, small group
patient exercises or feedback sessions are strictly confidential, unless you are explicitly instructed
otherwise. Because of the nature of this work, self-disclosure occurs with some frequency. The
importance of remaining respectful of others who share personal information cannot be
overemphasized, whether in class, in Advisory Dean lunches or other settings.
The nature of medical work and the need to practice examination techniques on one another can poses
some emotional challenges. Students practice limited parts of the physical exam on one another in
Introduction to Clinical Medicine (ICM) and in skills sessions in other courses/clerkships. Students will
not be performing rectal, genital, breast and or pelvic exams on one another. Professional models are
scheduled for pelvic, genital and rectal exams.Students may feel uncomfortable about physically
exposing themselves to another individual. Students should never feel pressured to do so. Discussion
with the course/clerkship director about any concerns is important and welcomed.;
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SMALL GROUP ASSIGNMENTS
The process for assigning students to small groups will vary (random, alphabetical, course director
determined to achieve a desired balance) depending on the circumstances.
STUDENT LEAVES AND WITHDRAWAL
Fellowship Approval Process for Students in Good Academic Standing:
In an effort to shorten the approval process for fellowship leaves for students in good academic standing
(without academic deficiencies, on probation or disciplinary action from the Medical Student Promotions
and Review Board), the Advisory Deans will approve requests for fellowship leave. All requests must
be made on the fellowship leave form (available in the Student Services Center) and have the requisite
signature from the project sponsor before the Advisory Dean approval can be secured. For students in
good standing, the status of Student Fellow may be conferred by the Advisory Deans for up to one
year. Fellowships longer than one year must be approved by the MSPRB. The student must outline
the nature of the academic work they wish to pursue in the Fellowship application. A faculty member
of the University of Rochester or of another institution must be designated as the sponsor of the
fellowship. A report of accomplishments (written by the student) and an evaluation of student
performance by the sponsor during the fellowship should be returned to the Registrar’s Office within
two months of its completion. This evaluation will be entered into the student’s permanent record.
Throughout the fellowship, the student must continue to make satisfactory progress. If questions of
integrity, responsibility, and proper conduct arise, these may be taken up by MSPRB to determine
potential impact upon the student's return to the medical curriculum.
Leave of Absence (LOA):
Students may be granted permission to take a LOA from the medical school curriculum for a maximum
of 12 months. Such students will be assessed the prevailing LOA fee per term. If a LOA extends
beyond twelve months, the student will automatically be dismissed and is required to reapply for
admission.
While LOA status retains one's place in the school, it does not carry with it the full-time student status
necessary to participate in University health programs or to qualify for deferment of student loan
repayment. Borrowers taking a LOA must, therefore, have Exit Interviews in the Financial Aid Office
before leaving campus. Students taking a LOA who have already received loan funds to cover
expenses which have not yet been incurred at the time of leaving school, may expect that pro-rated
portions of those loans must be returned to lenders. A Medical LOA is treated as a Long-Term LOA in
all matters related to tuition, fees, and financial aid.
Students leaving during a term, for which they have already paid tuition, will be subject to the refund
policies. (See Refund_policies) (Revised August 10, 2016, reviewed January 30, 2017)
Temporary Academic Pause (TAP):
A Temporary Academic Pause is effective for up to a maximum of twenty-nine (29) days. While there
is no additional charge for this status, there is also no reduction in charges previously assessed for the
term. A Temporary Academic Pause defaults to an Official LOA on day 30, if the student has not
returned to credit bearing academic responsibilities or executed the appropriate documents to change
his or her student status. An Official LOA is noted on the student’s official transcript and is reported to
the Federal Government, which may affect a student’s loan repayment status.
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It is the student’s responsibility to discuss the affect that the Temporary Academic Pause will have on
his/her/their grade and discuss a plan for course makeup with the relevant course director(s). It is also
the student’s responsibility to discuss the affect that the Temporary Academic Pause could have on
his/her/their graduation date with the Advisory Dean. Finally, it is the student’s responsibility to discuss
the affect that the Temporary Academic Pause could have on financial aid with the SMD Financial Aid
Office.
NOTE: A temporary academic pause cannot be extended beyond twenty-nine days and only one
can be taken per academic year.
If a student decides to withdraw from medical school at any point during Temporary Academic Pause
or after, any eligibility for a tuition refund and any other eligible refunds will be calculated from day of
formal written notification of the decision to withdraw. (Effective December 7, 2004, revised August 10, 2016, revised
January 30, 2017, July 9, 2018)
Procedure for Requesting a Temporary Academic Pause:
1. The student must meet with their Advisory Dean to discuss the need for the Temporary
Academic Pause prior to dis-engaging from the medical school.
2. If a decision is made to go forward with the Temporary Academic Pause, the student must
meet with the University Bursar and the Director of Financial Aid to gain an understanding of
the impact that a Temporary Academic Pause or Official Leave of Absence (LOA)
(Temporary Academic Pause that turns into an Official LOA) will have on their financial aid
eligibility, tuition refunds, and potential monies needed when returning to the education
program. The student also needs to sign off on a document that describes the potential
financial and health insurance issues if the student does not return following the Temporary
Academic Pause.
3. To finalize the Temporary Academic Pause, the student must secure the signatures of their
Advisory Dean on the Temporary Academic Pause Request Form for Medical Students,
which can be obtained by the student or his/her/their Advisory Dean from the Registrar’s
Office. The student must also indicate specific dates that include the first day of leave and
the last day of leave.
Approval Process for Other Leaves:
The Medical Student Promotions and Review Board will approve all other leave requests as well as
changes in student status (e.g., Fellowship status) for students with academic deficiencies, disciplinary
action or on probation.
The appropriateness of a Long-term Leave (Leave longer than 30 days for academic, health, or
emergency reasons) and of fellowships for students with academic deficiencies, on probation or with
disciplinary action will be decided by the Medical Student Promotions and Review Board (MSPRB).
The MSPRB may impose conditions for the Leave (for example requiring the student to seek care to
address a health concern) and conditions to be fulfilled for eligibility to return from Leave. Mandated
MSPRB actions will be reported in the MSPE. Long-term Leaves should generally not exceed one year,
although MSPRB may extend the Leave on a case-by-case basis. The Associate Dean for Student
Affairs (ADSA) will communicate in writing the conditions for and timing of termination of Leave status
to the student on behalf of the MSPRB.
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Students returning from Leave must notify the Registrar of their intent to return at least two months
before their intended return. Students who fail to notify the Registrar will be considered to have
withdrawn from the School. If conditions had been placed upon their return by MSPRB, the student
must furnish evidence that those conditions have been met in a timeframe determined by the MSPRB.
Failing this proper notification or meeting of conditions, the student will lose his/her/their status with the
University and must apply for re-admission with the Admissions Committee in order to return. The
status of students on long-term Leave will be discussed at a MSPRB meeting no less than one month
prior to the student’s anticipated return. At that meeting, the MSPRB may recommend that the Leave
be extended or completed on schedule; students requesting an extension of Leave must submit this
request, together with the reasons for the extension, in writing to the ADSS no less than two months
before the end of the approved Leave.
(Revised August 10, 2016, January 30, 2017, July 27, 2022)
Medical Leaves:
If a leave is taken for medical reasons, the confidentiality of the student-physician relationship will be
respected; no medical information will be made available to the MSPRB without the consent of the
student. A letter on official letterhead (with the appropriate identifiers) from a qualified (license and
specialty) treating physician/professional supporting the advisability of a Leave (without disclosing
diagnosis) will assist the MSPRB's decision. A student returning from Leave for medical reasons may
choose to release medical information to support the return from Leave. In addition, the School will
require a statement or letter on official letterhead (with the appropriate identifiers) from a qualified
(license and specialty) treating physician/ professional, prior to rematriculating, attesting to the student's
suitability to return to the rigors of medical studies. The MSPRB will generally require an examination
by a physician or other health care professional of its choosing to document that the student is fit to
return from Leave. The cost of this examination will be borne by the university. A Medical LOA is
treated as a Long-Term LOA in all matters related to tuition, fees, and financial aid.
Withdrawal:
A student may apply to withdraw from the medical school at any time. A student choosing to withdraw
must notify the Associate Dean for Student Affairs in writing of their intent. Subsequent reinstatement
(as a first year student or as a student with advance standing) require the student formally apply
through the Admissions Office. Deciding to reinstate is made by the Admissions Committee, after
consultation with the MSPRB if the student had less than satisfactory performance. If a student
withdraws while being considered for dismissal from the school, a notation of “Withdrew in advance of
dismissal” will appear on the transcript.
TRANSPORTATION REQUIREMENT
University of Rochester medical students learn in a curriculum with early clinical exposure. Clinical
assignments are made with the expectation that all students have access to reliable transportation
to get to their scheduled clinical sites. Consequently, students are required to have access to
reliable transportation before January of Phase 1.
Students are responsible for making all transportation arrangements and for defraying all costs
associated with their transportation.
The school will not coordinate transportation for students to clinical sites and cannot guarantee clinical
sites in close proximity to the medical school. Carpooling with classmates is not a viable option nor is
the regional public transportation system efficient for transfers to and from clinical sites. The standard
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financial aid budget includes $250.00 per month for transportation. While financial aid cannot be used
to purchase a car, staff members in the Financial Aid Office are available to discuss options to help
defray the costs of “reasonable” and “educationally required” transportation expenses.
UNITED STATES MEDICAL LICENSING EXAM (USMLE)
USMLE – INFORMATION FOR STUDENTS
Source: NBME
Students and Graduates:
For Medical Students and Graduates of Medical Schools in the United States and Canada Accredited
by the LCME or AOA:
The United States Medical Licensing Examination® (USMLE®) is a three-step examination for medical
licensure in the United States and is sponsored by the Federation of State Medical Boards (FSMB) and
the National Board of Medical Examiners® (NBME®). The definitive source of information about
USMLE is the USMLE Bulletin of Information, which is available along with additional information on
the USMLE website.
Students and graduates of medical schools in the United States or Canada accredited by the LCME or
AOA may apply to take USMLE Step 1 and Step 2 on NLES (NBME Licensing Examination Services).
Eligible applicants may register to take Step 1 or Step 2 CK within a three-month eligibility period,
such as February 1 – April 30 or March 1 – May 31. Eligibility periods that include months in the
upcoming year typically become available for registration by mid-September.
University of Rochester USMLE STEP 1 Policy:
All University of Rochester medical students are required to take USMLE Step 1 before the first day
of Phase 3 following Phase 2. Passing of USMLE Step 1 is required for graduation from the medical
school. Students in the MD program who have not taken USMLE Step 1 by the first day of Phase 3
and have successfully passed all requirements of Phase 2 will be automatically enrolled in a
semester long “Independent Preparation for Licensure” course (IND999) described below. For
students who have not successfully passed all courses and completed requirements (e.g. required
evaluations) of Phase 2, a determination of options and status will be made by the MSPRB.
As noted elsewhere in the handbook, all Student Fellowships must be approved 1 week prior to the
start of the term. Students approved for Student Fellowship must take their Step 1 exam before the
first day of Phase 3 following Phase 2. If they do not take Step 1 by that date, they will be
automatically enrolled in Independent Preparation for Licensure (IND999) and forfeit their fellowship
for the semester.
All MSTP (MD-PhD) students must take their Step 1 exam before the first day of Phase 3 following
Phase 2. If they do not take Step 1 by that date, they will be automatically enrolled in Independent
Preparation for Licensure. They will not be allowed to enter the PhD portion of their training until the
end of the semester. The impact of this status on their stipend and MSTP support are determined by
the MSTP program.
There are no exceptions to this policy in that extensions of the deadline will not be granted to
students including for those whose Phase 3 schedule begins with elective or vacation, those entering
fellowship, or the PhD portion of the MD-PhD program.
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Any student who completes USMLE Step 1 prior to the start of Phase 3, is engaged in Phase 3, and
fails USMLE Step 1 will leave Phase 3 at the end of their clerkship/elective and will be enrolled in
Independent Preparation for Licensure (IND999).
Any student who does not pass USMLE Step 1 and is engaged in an approved fellowship, will leave
the fellowship immediately and will be enrolled in Independent Preparation for Licensure (IND999).
Any MSTP (MD-PhD) student who completes USMLE Step 1 prior to the start of Phase 3 and is
engaged in the PhD program and fails USMLE Step 1 will leave the PhD portion and will be enrolled
in Independent Preparation for Licensure (IND999). The impact of this status on their stipend and
MSTP support are determined by the MSTP program.
Students who delay taking Step 1 or fail Step 1 must take/re-take USMLE Step 1 before December
1st. These students remain enrolled in Independent Preparation for Licensure (IND999) until the
school has received their passing score. Tuition and financial aid implications will be reviewed with
the student however, the student will maintain full-time status. Students cannot return to clerkships,
fellowships, nor the PhD program until the start of the next semester.
Enrollment in Independent Preparation for Licensure will be noted in the student’s MSPE as a
mandated action.
As noted above, all students, regardless of whether they are in Phase 3, a fellowship year, or the PhD
portion of the MD-PhD program (i.e. any student enrolled in IND999 for the full or partial semester)
must take USMLE Step 1 on or before December 1
st
so a passing score can be received by the
school prior to the start of the next semester beginning in January.
Students will be automatically dismissed from the medical school if any one or more of the following
occur:
a. Failure to take USMLE by December 1
st
while enrolled in IND999.
b. Failure to pass USMLE Step 1 with the last date of exam being December 1
st
.
c. Failure to pass USMLE Step 1 after three attempts completed on or before December
1
st
.
The dismissal recommendation may be appealed via the existing appeals process outlined elsewhere
in this document.
Students must release results of USMLE Step 1 to the medical school. The MSPRB will review the
USMLE performance of all students as noted earlier in this document.
Independent Preparation for Licensure (IND999):
Independent Preparation for Licensure is a full semester, non-credit bearing course that maintains full-
time student status. Graded as “completed/not completed,” it does not apply to the courses or elective
weeks required for graduation. In order to complete the course, within one week of enrolling, the student
must develop an independent study plan, which will be reviewed by the course director and the
student’s Advisory Dean. The plan must include:
o Initial engagement with a learning specialist and the course director.
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o A schedule with a minimum of 40 hours per week dedicated to preparation to take the USMLE
Step 1. Engagement in established outside preparation programs can be applied to this time
expectation.
o Defined resources and methods to assess progress.
o Barriers encountered in taking and passing the exam and a plan to overcome them
o An expected date to take USMLE Step 1, noting the exam must be taken on or before
December 1
st
of the term in which IND999 is completed. Failure to meet this deadline will
result in dismissal as noted earlier in this document. Students remain enrolled in IND999 until
they have received a passing score or the end of the term in which IND999 is completed.
o It is HIGHLY recommended that any student enrolled in IND999 take/retake the USMLE by
October 1
st
, however the deadline to take the exam is December 1
st
.
Students who successfully compete USMLE Step 1 prior to the end of the term in which IND999 is
completed must engage full-time in an approved research project to maintain full-time student status
or take a leave of absence. For those who take a leave of absence, existing policies determine tuition
and financial aid implications.
Enrollment in Independent Preparation for Licensure (IND999) will be noted in the student’s MSPE as
a mandated action. Examples of what the MSPE will note include but are not limited to:
“Student was required to enroll in Independent Preparation for Licensure as of DATE as they had not
successfully completed USMLE Step 1 by the start of Phase 3 as required by the school. Upon
successful completion of USMLE Step 1, they began Phase 3(or began the PhD portion of the MD-PhD
program) on DATE.”
“Student was required to enroll in Independent Preparation for Licensure as of DATE as they had not
successfully passed USMLE Step 1 as required by the school. Upon successfully passing USMLE
Step 1, they began Phase 3 (or began the PhD portion of the MD-PhD program) on DATE.”
Students can only enroll in IND999 for one semester and it must be the semester after Phase 2 has
been completed. Partial enrollment in the semester is considered one semester. IND999 is not available
for USMLE Step 2 preparation.
University of Rochester USMLE STEP 2 CK Policy:
USMLE Step 2 CK must be taken with a passing score received by the school on or before
February 1 of the final year of medical school. There is no Independent Preparation for Licensure
option for Step 2 CK preparation. For students who have not met this requirement, the school will notify
all residency programs to which the student has applied that their graduation is in jeopardy. Additionally
the NRMP may be notified of the potential for the student not to graduate which would make them
ineligible for the NRMP match.
Students must release results of Step 2 CK to the medical school. The MSPRB will review the USMLE
performance of all students.
NOTE: The school will not release individual scores to anyone outside the institution, including
residency programs. If the scores need to be shared with another party, the student will be responsible
for transmitting the scores.
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Because Step 1 and Step 2 CK are required parts of the academic program, the examination fees have
been included in the Cost of Attendance (COA) for students in the MD and MSTP programs in Phase
2 and Phase 4.
(Revised and approved by the Curriculum Steering Committee on December 19, 2023)
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DOCUMENTATION REQUESTS
Letter of Verification/Good Standing:
Requests for letters of verification/good standing may be requested from the SMD Registrar’s Office
at http://www.urmc.rochester.edu/education/registrar. Forms to be completed by the SMD Registrar’s
Office may also be uploaded at this website.
Medical Student Performance Evaluation (MSPE):
A sealed copy of the original Medical Student Performance Evaluation (MSPE) will only be sent
directly to the requesting agency with written permission by the student. Copies of MSPE will NOT be
released or sent to graduates. For further details see the section on MSPE.
Transcript Requests:
Enrolled Medical Student Transcript Requests:
Enrolled medical students can request copies of their medical school transcript by completing a
transcript request form via the SMD Registrar’s website:
http://www.urmc.rochester.edu/education/registrar
Official copies of transcripts (signed and sealed) will not be given to students, and will only be
transmitted to the requesting source as authorized by the student. Transcript requests are generally
processed on a weekly basis or within 5-7 business days. There is not a charge for transcripts.
MD Graduate Transcript Requests:
Graduates may request copies of their medical school transcripts by completing a transcript request
form on the SMD Registrar’s website:
http://www.urmc.rochester.edu/education/registrar
Graduate requests are generally processed on a weekly basis or within five (5) business days.
Documents can be sent via Express mail when an account number and postage-paid return envelope
are provided.
Replacing Diplomas:
Diplomas:
Each graduate is given only one original diploma and one 8.5 x 11 copy of their diploma.
Replacing Diplomas:
A request for a replacement diploma will only be approved under the following circumstances:
• Legal name change due to court-ordered gender change
• Original diploma damaged, lost or stolen
There is a $100.00 fee and a separate application for replacement diplomas (see website
http://www.urmc.rochester.edu/education/registrar/links.cfm). The alumnus must complete, have
notarized and submit the URSMD application for a replacement diploma. As a part of the application
process, the alumnus must include a copy of a government issued identity document (see the note
below regarding acceptable documents).
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Replacement Diploma in Conjunction with a Court-ordered Gender Change:
Per the AAMC guidelines, SMD does not change names after graduation except in conjunction with a
court-ordered gender change. The original diploma must be returned.
Damaged, Lost or Stolen Replacement Diploma Requests:
If the original diploma has been damaged, it must be returned. If a diploma has been lost, a signed
attestation is required that the diploma was lost. If a diploma has been stolen, a signed attestation
and documentation regarding the lost diploma (such as an insurance claim or police report) must be
submitted.
NOTE: There is a six (6) to eight (8) week processing time for replacement diplomas.
Acceptable Documents To Establish/Verify Identity:
o State-issued driver's license (or State Identification Card) with a photograph, or
information that includes name, sex, height, weight, color of eyes, and date of
birth;
o United States Military Card;
o United States Passport;
o Certificate of United States Citizenship;
o Certificate of Naturalization; or
o Alien Registration Card issued by United States Immigration to verify Permanent
Residency.
NOTE: With the exception of a name change via a legal process, the spelling of names and dates on
documents used for verification of identity must be the same as the legal name, date of birth, social
security, etc. in the URSMD official records.
III. ADDITIONAL INFORMATION AND POLICIES
EMERGENCY RESPONSE PROCEDURES
The intranet site:
https://secure1.rochester.edu/safety/restricted/erp/Med_School/erphome.html
Has detailed information regarding the following:
Section 1 - Emergency Response Procedures
• 1.1 - General Information
• 1.2 - Missing Person
• 1.3 - Medical Emergency Response Team (MERT)
• 1.4 - AMBER Alert
• 1.5 - Assistance Needed STAT - Violent Incident
• 1.6 - Utility Alert - Structural Failure
• 1.7 - Utility Alert- Systems Interruption
• 1.7.1 - Utility Alert- Information Technology (IT)
• 1.7.2 - Utility Alert - Telecommunications
• 1.7.2A - Telephone Outage - Analog and/or Metered Lines
• 1.8 - Chemical/Biological/Radiological (CBR) Spill
• 1.9 - Guide for Personal Injury/Exposure
• 1.10 - Fire Alert Confirmed
• 1.11 - Bomb Threat/Questionnaire
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• 1.12 - Fire Alert
• 1.13 - Elevator Failure
• 1.14 - Critical Security Incident
• 1.15 - CHEMPACK Plan
• 1.16 - Biohazard Detection System (BDS) Alarm
• 1.17 - Condition Decon
• 1.18 - Tornado Warning
• 1.19 - Active Shooter
• 1.20 - Theft or Loss of Select Agent from BSL3 Lab (not published on the web site)
• 1.20.1 - Release of Select Agent from Containment (not published on the web site)
• 1.20.2 - Select Agent Inventory Discrepancy - BSL3 Lab (not published on the web site)
• 1.20.3 - Security Breaches - BSL3 Lab (not published on the web site)
NOTIFICATION AND ROLE IF THERE IS A BIOLOGICAL EVENT
In the event of a biological incident at URMC, an e-mail will be sent to:
Dr. David Lambert, Senior Associate Dean for Medical Student Education
Dr. Flavia Nobay, Associate Dean of Student Affairs
Diane Frank, Director of Office for Medical Education
Penny Sarsfield, Administrative Assistant
Simmone Washington, Associate Dean Operations
Students will be notified of instructions through overhead announcements in the medical school
instruction areas, by a group e-mail and from UR Alert. In addition to in-class announcements and a
group e-mail, the Communications Center will be instructed to send a distribution page to all the Phase
3 and Phase 4 students.
Students who are at the Medical Center will be instructed to report to the Flaum Atrium. The Flaum
Atrium will serve as the hospital point of distribution (HPOD) clinic. A key component of URMC’s plan
is to prophylaxis employees and health care students if there is a drug available for the biological
incident (for example, Doxy and Cipro for an Anthrax event).
Medical Student Responsibilities at the Hospital Point of Distribution (HPOD) Clinic:
Since hospital/university routine business will be suspended if there is a biological incident at URMC,
medical students will be expected to assist with appropriate tasks at the hospital point of distribution
(HPOD) clinic. Examples of anticipated roles for medical students include form screeners/drug triage.
After a brief orientation, students would be responsible for reviewing the consent forms and referring
patients for further medical clearance or to pharmacy dispensing station.
NOTIFICATION FOR NATURAL OR OTHER DISASTERS
In the event of a natural or other disaster at URMC, an e-mail will be sent to:
Dr. David Lambert, Senior Associate Dean for Medical Student Education
Dr. Flavia Nobay, Associate Dean for Student Affairs
Diane Frank, Director of Office for Medical Education
Penny Sarsfield, Administrative Assistant
Simmone Washington, Associate Dean Operations
Students will be notified of instructions through overhead announcements in the medical school
instruction areas and by a group e-mail and from UR Alert. In addition to in-class announcements and
a group e-mail, the Communications Center will be instructed to send a distribution page to all the
Phase 3 and Phase 4 students. Students will be given instructions on what to do and/or where to
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report.
PANDEMIC EMERGENCY PREPAREDNESS PLANS
In early 2020, the COVID-19 pandemic began and the COVID-12 Public Health Emergency ended in
May of 2023.
Below are policies that were in place regarding international travel and in preparation for a potential
pandemic.
University of Rochester School of Medicine and Dentistry, The Center for Advocacy, Community
Health, Education and Diversity and The Offices of Graduate Education
In early 2020, the COVID-19 pandemic began. The university and medical school responses included
requiring all students who were studying internationally to return to the U.S. Screening of students
based upon travel to high coronavirus infection areas and also based on symptoms was completed.
For medical students, the school implemented remote learning and postponing clinical experiences
along with other measures. All international travel and away electives/rotations were put on hold.
Returning to clinical and on-site educational experiences will occur when appropriate safety measures
can be implemented and will be done in consultation with AAMC policies, guidelines from national
agencies and local health department policies.
Students will be informed and updated regularly through email and web-based platforms regarding and
changes.
INTERNATIONAL STUDENT EXPERIENCES
The functions of the University’s Office of Global Engagement (OGE) include providing central
support for and coordination of international activities undertaken by the university’s schools,
providing services regarding travel and security to ensure the health, safety, and securing of
members of the university undertaking international travel. All international electives are submitted to
the director of medical student international programs and are reviewed and actively monitored by the
OGE. The OGE uses a standardized, rigorous process that includes US State Department cautions
and warnings. The director of medical student international programs and the student are notified of
the OGE determination. If the office determines the risk to student safety is too great, the requested
elective is denied.
To address specifics regarding potential risk to medical students and maintaining their safety, the
medical school works with the OGE as noted below:
1. The availability of emergency care
All students completing international electives are required to have evacuation insurance which
is coordinated by the OGE and emergency contact information on file.
2. The possibility of natural disasters, political instability, and exposure to disease
Approval of all international electives involves the OGE which assesses the possibility of
natural disasters, political instability and exposure to disease.
3. The need for additional preparation prior to, support during, and follow-up after the elective
Students must complete pre-departure procedures outlined by the OGE. Content discussed
includes personal safety, ethics of international work, and a review of applicable regulations
related to planned activities. Upon return, any needed follow up beyond a standard debrief is
addressed by the director of international medical student programs. The director of
international medical student programs offers an additional pre-departure presentation with
discussion for students traveling abroad.
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PRIVACY AND ACCESS TO ACADEMIC RECORDS
Faculty and Administration Access to Medical Student’s Academic Records
Any requests for information in a medical student’s academic record must contain a written
consent/release by the student with the specific information to be disclosed indicated. Since students
have immediate and 24/7 access to their academic information in MedSIS, they are able to review
this information and can directly provide some information to others at their discretion. If necessary,
students can request the Registrar’s Office provide specific information from their academic record to
a third party by submitting a request/release at:
https://www.urmc.rochester.edu/education/registrar.aspx or by sending an email to
mdreg2@urmc.rochester.edu.
The medical school’s medical student information system (MedSIS) has user specific permissions that
the school has determined based on a “need to know” approach:
• The Registrar and Assistant Registrars as well as the Senior Associate Dean for Medical Student
Education, the Associate Dean for Student Affairs, the Director of Assessment and the
Administrator for the Office of Curriculum and Assessment have full access to all students
• The Advisory Deans have full access only to their students’ information.
• Select staff only see the sections of MedSIS that are relevant to their duties (scheduling, grade
entry).
• Faculty and Coordinators only see their own courses and the grades they submit.
Any paper files (AMCAS application, verification of identity) are in locked cabinets in a secure vault in
the medical school’s Registrar’s Office. The Registrar and Assistant Registrars have full access to this
information. This information is otherwise only shared with the Senior Associate Dean for Medical
Student Education, the Associate Dean for Student Affairs, and the Advisory Deans at the discretion of
the Registrar.
Inquiries for information are addressed by the Registrar, the Senior Associate Dean for Medical Student
Education and the Associate Dean for Student Affairs, potentially in consultation with the Office of
Counsel.
The medical school follows the Family Educational Rights and Privacy Act and students are notified
about this annually. (Reviewed and revised July 9, 2021)
Family Educational Rights and Privacy Act (FERPA)
Annual Notice to Students:
The medical school adheres to the University of Rochester’s policies and procedures of FERPA, which
can be found at https://www.urmc.rochester.edu/education/graduate/trainee-handbook/policies-
benefits/family-education-rights-and-privacy-act.aspx .
SOLOMON AMENDMENT AND THE RELEASE OF PERSONAL INFORMATION
To Military Recruiters
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At the request of military branches, the regulations under the Solomon Amendment, 32 CFR Part 216,
require the School of Medicine and Dentistry to release select information on currently enrolled students
to military recruiters for the sole purpose of military recruiting. Before releasing the requested
information, the school will ask if it is the intent to use the requested information only for military
recruiting purposes.
The military is entitled to receive information for students who are "currently enrolled," which is defined
as registered for at least one credit hour of academic credit during the most-recent, current or next
term.
Under the Solomon amendment, the military is entitled to receive the following student information:
• name;
• address;
• telephone number;
• age (or year of birth);
• level of education (e.g. freshman, sophomore, or degree awarded for a recent graduate); and
• major of study
If a student has requested that his or her directory information not be disclosed to third parties, as is
permitted under FERPA, that student's information will not be released to the military under the
Solomon Amendment. In such instances, the school will remove the student’s personal information
and only release to the military the following directory information: name, box #, e-mail address, and
the NRMP results (residency placement and specialty). A note will be included that "We have not
provided information for X number of students, because they have requested that their directory
information not be disclosed as permitted by FERPA."
Student Desk Reference
The SMD Medical Student Desk Reference is made available to all medical students, faculty, and staff
electronically and in hardcopy. The information that will be listed for all medical students in the Medical
Student Desk Reference includes: name (preferred first name and legal last name), picture, Box #, E-
Mail address, pager number, student type (e.g. MD, MD/PhD), and Advisory Dean. In addition, the
school will release and publish the NRMP results (residency placement and specialty) on all
students/alumni, unless omission is specifically requested. The University also publishes a student
directory, that contains the names and Medical Center Post Office Box addresses of medical students.
STUDENT ID NUMBERS
New York State law forbids the use of social security numbers for public identification purposes. To
protect the privacy of students the University has adopted an eight-digit ID System. All students are
required to have a University ID. Students should expect to use the ID when interacting with University
offices.
The University ID may be printed on class rosters and other public displays of the ID. Social security
numbers are used only by the Financial Aid and Bursars offices as needed. The University ID card
does not have the University ID number printed on the card; it will be encoded on the magnetic strip on
the ID card. Incoming medical students will learn their URID numbers through access of the medical
school orientation website that opens each year prior to matriculation. Current medical students may
access their URID numbers through the MedSIS portal.
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These ID numbers are NOT to be considered directory information and therefore will not be provided
to anyone inquiring. While use of the unique ID number for University business is allowed, the numbers
will not be shared with anyone not having the "need to know" as determined by the Registrar or in some
instances in consultation with the Office of Counsel.
USE OF VIDEO AND AUDIO EQUIPMENT IN EDUCATIONAL SETTINGS
For Problem Based Learning (PBL) rooms, audio and video recording equipment will be operated only
from the Control Room which will be locked at all times unless a member of the Center for Experiential
Learning (CEL) is present in the room. CEL-IT staff are the specialists with primary responsibility for
this facility.
• The live feed from the Control Room will be off at all times, except when the system is being
used for an announced educational purpose. In all cases, students will be informed in
advance when any session is being recorded. Except when these pre-announced classes
or assessment exercises are videotaped, the live feed from the Control Room will always be
off (e.g., during all Advisory Dean lunches, during all other classes, off-hours times when
students study in the PBL rooms, etc.)
• During times when professional staff needs to set up or test the equipment, notices will be
posted on all PBL room doors. Recording equipment maintenance work will not be scheduled
during potentially sensitive times such as Advisory Dean’s lunches or physical exam
instruction sessions.
• Students will not only be informed in advance by CEL and Course Directors about any PBL
or clinical exercise that will be recorded, but will also be informed as to whether the use is for
their own formative development (e.g., access will be provided to them to monitor their own
progress), for a formal assessment (e.g., an OSCE exercise in which a recording might
become part of their student record and subject to all the confidentiality of any other part of
their educational record), for a faculty development exercise (e.g., so PBL tutors can watch
themselves and develop skills in small group facilitation), or any combination of these or any
other purpose.
• Any concerns about violation of confidentiality should be addressed immediately to the Honor
Board, the Associate Dean for Student Affiars, or the Senior Associate Dean for Medical
Student Education.
VIDEO, AUDIO AND RECORDING EQUIPMENT IN OTHER EDUCATIONAL SETTINGS
Personal audio or video/digital recording equipment cannot be used by students in educational settings,
except as provided below. Educational settings include but are not limited to lectures; problem based
learning sessions, small group learning activities, laboratory experiences, and clinical clerkship or
elective activities. Additionally students cannot audio or video/digital record meetings or conversations
with course/clerkship directors, administrative support staff, nor medical school personnel.
An exception to the above policy exists for any medical student who has requested permission to record
educational sessions as an accommodation for a disability, and has been approved to do so by the
medical school’s disability access coordinator. The process for requesting accommodations can be
found in this handbook under Accommodations for Students with Disabilities. As with all approved
accommodations, the disability access coordinator will notify the relevant course/clerkship directors
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when recording approval has been granted as an accommodation. Students will not also be required
to obtain individual instructor permission within each course or clerkship. Notwithstanding the above,
due to federal privacy laws, students with accommodations cannot record individual patient encounters
in clerkship settings without additional approval of the medical center privacy officer, who may consult
with the medical school’s disability access coordinator. The privacy officer’s approval will be sought by
the medical school to avoid undue burden to the student. In instances where a patient case is discussed
or a patient is present in the educational setting (e.g. lecture, small group), any recorded information is
treated as Protected Health Information and is under the same restrictions as outlined in or implied by
the Health Insurance Portability and Accountability Act (HIPAA) and medical school/hospital policies.
Students must not share such content with anyone. Students must delete/destroy such content once
they have completed all required assessments in that course/clerkship. The medical school will
endeavor to remind students who have approved accommodations of these obligations but a failure to
remind does not excuse non-compliance.
IV. COMMUNITY SERVICE, RESEARCH, INTERNATIONAL MEDICINE
OFFICE OF MEDICAL STUDENT AND ENRICHMENT PROGRAMS (OMSEP)
Mission Statement:
The University of Rochester School of Medicine and Dentistry (URSMD) is committed to increasing the
number of physicians with diverse backgrounds and those who demonstrate a vision and commitment
to improving the health status of diverse patient populations via patient care, research and/or teaching.
As a result, the Office of Medical Student Enrichment Programs (OMSEP) was established to continue
to broaden the scope of medical education beyond the classroom to include health, culture, and
educational experiences with the goal of creating cross-culturally humble physicians. OMSEP serves
as a resource to bridge URSMD with local, national, and international communities. The goals of
OMSEP include:
• Fostering inquiry, advocacy, assessment and dialogue about cultural humility
• Creating educational programs that address the issues and experiences of cultural humility
• Promoting and understanding the social, political, and economic determents of health (i.e.
Speaker’s Bureaus and student groups such as SNMA, APAMSA, and Spectrum)
COMMUNITY OUTREACH: STUDENTS OF ROCHESTER OUTREACH (SRO)
Students of Rochester Outreach’s (SRO) primary goal is to provide medical students the
opportunity for interprofessional service learning. Working in freestanding programs or those in
partnership with community organizations, SRO opportunities focus on the needs of community
members who are experiencing social or economic hardships, and are often underserved. Students
benefit the community while learning. The emphasis of engaging with each of the community sites is
to establish mutually beneficial relationships and to develop an appreciation for the social and cultural
dimensions of health through attentive, compassionate listening. The program is established to help
students achieve the following outcomes:
• Understand the social, political and economic determinants of health and disease in our
local community
• Interact with individuals needing support and friendship without the pressure of solving a
medical problem
• Learn as a member of a multi-disciplinary team that includes educators, social workers,
nurses and community members
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• Serve the community in which they live and work
• Reflect on the challenges faced by others, social determinants of health and the student’s
commitment to serving others
The University of Rochester defines community engagement as the collaboration between the
university and its larger community for the mutually beneficial exchange of knowledge and resources
in a context of partnership and reciprocity. With this in mind, SRO activities should meet the following
guidelines:
• Activities should provide direct engagement with community members. A minimal number of
hours spent independently in planning an event or analyzing data can be counted, but should
not be the focus of the SRO experience.
• Activities should involve interactions with people. Working with animal shelters or farms will not
be counted. Independent research without community engagement will not count as SRO
activity.
• Activities must be local and serve the Rochester population and community. Although global
experiences are certainly worthwhile, they are beyond the scope of the SRO program.
• Activities should be in service to the community and benefit the people who live here. As much
as possible, the students should assist the community/site with its prioritized needs.
The Office of Medical Student Enrichment Programs (OMSEP) will oversee the tracking of hours for
each student’s community outreach experience. The OMSEP office provides a list of SRO
opportunities, however students can complete volunteer work outside of the listed sites if they include
a description of the organization and details of the work completed. All student volunteers must register
for SRO500 on MedSIS. Students participating in Street Outreach and/or URWell MUST register for
SRO595 to be covered under school liability. Any students registered through either course must
provide documentation of hours volunteered at the end of the academic year, and a preceptor must
validate the hours with a signature.
Students interested in pursuing the longitudinal “Distinction in Community Health” designation on their
MD diploma, should register for INT500 to learn more. (This does not obligate students to complete
Distinction.) Details on the required volunteer hours for this Distinction are found elsewhere in this
handbook. For Candidates for Distinction, SRO hours should eventually be spent towards a community
health improvement project that will be presented to the Committee for Distinction in Community Health.
STUDENT RESEARCH
Student Research:
The Office of Medical Student Enrichment Programs (OMSEP) awards research grants to be used for
medical student research. These funds will be awarded on a competitive basis for summer and year-
out projects. Projects may be local, national, or international. The number of funded positions is
dependent on funding availability each year. The OMSEP disseminates information about available
applications and deadline information in the fall.
Students can apply for the following fellowships:
• Summer
o Basic Science, Clinical Translational Fellowship
o Community Outreach Fellowship
o E. Cowles Andrus Summer Fellowship
o International Medicine Fellowship
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o Medical Humanities Fellowship
o Racy Fellowship in Psychiatry
o Robert Caldwell Fellowship
o Schmitt Program on Integrative Research
o Schyve Fellowship
• Year-Out
o Basic Science, Clinical Translational Fellowship
o Clinical and Translational Science Award (CTSA)
o Community in Healthcare
o David Hamilton Smith Award
o Hawkins Pathology Fellowship
o International Medicine Fellowship
o Medical Humanities Fellowship
Applications for OMSEP funded programs will be evaluated by a faculty committee competitively,
based on the following:
1. Quality of the applicant – This includes medical school record and grades; publication record
or likelihood of publication; and likelihood of success of the project
2. Environment – This includes the quality of the research environment; the quality of the mentor
and mentor team; and the quality of the mentoring plan.
3. Science – The clarity and soundness of the research question or hypothesis; thoroughness of
background information; thoroughness of preliminary studies; appropriateness of methods;
clarity of individual role; the quality of the study design; significance of anticipated results; and
appropriateness and thoroughness of references.
Applications for programs funded by other sources, such as the CTSI, departmental, or foundation
sources, will be evaluated by a faculty committee, according to the guidelines of the funding source.
Details about the review criteria and funding sources can be found on the information page for each
funding opportunity.
Summer award recipients may receive a maximum stipend of $3,000 for 8 weeks of research and year-
out award recipients typically receive a stipend of $19,800 for 12 months of research, although this may
vary according to funding mechanism. As many programs are funded by federal work study, federal
work study eligibility may impact the amount of stipend awarded.
Only project proposals without other external sources of funding will be considered; students cannot be
funded from the school and outside of the school for the same project.
Students completing research enrichment experiences that have been approved by the URSMD are
covered under the U of R Medical School’s malpractice insurance policy.
At the end of the summer or year-out projects, students are required to submit an abstract for the
University of Rochester School of Medicine and Dentistry Research Journal and present a medical
poster at the Annual Medical Student Poster Presentation.
INTERNATIONAL MEDICINE PROGRAMS
International Research:
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As noted in the section above, there are summer and year-out opportunities for medical students to
conduct research abroad. Detailed information about the processes is provided with information on
local and domestic research experiences and is available from OMSEP.
International Clinical Electives:
International travel is an integral part of the academic, research, and healthcare mission of the
University of Rochester, and the University broadly encourages and supports international clinical
electives by medical students in support of that mission.
Medical students who are interested in participating in international clinical experiences for academic
credit are required to complete an Extramural Elective Drop/Add Form through MedSIS. They must
enter all the information requested including a brief description of the experience, the location, dates
traveling, and contact information of their international Preceptor. They will need to assign the Director
of Medical Student International Programs, Dr. David Adler, as the faculty sponsor.
The University of Rochester’s Center for Education Abroad must review and approve all University-
related international travel for students. Interested students should initiate this process with the
assistance of OMSEP. Students approved to conduct international clinical electives must adhere to the
existing OMSEP guidelines and policies for international student experiences. No credit will be granted
retroactively.
URSMD HAS RECIPROCAL EXCHANGE AGREEMENTS FOR MEDICAL STUDENT CLINICAL
ELECTIVES WITH SEVEN INTERNATIONAL INSTITUTIONS, THROUGH OMSEP:
• Jagiellonian University Medical School - Krakow, Poland
• National Taiwan University Medical College - Taipei City, Taiwan
• Seoul National University - Seoul, South Korea
• Universidad de Navarra - Pamplona, Spain
• Universidad Nacional de San Augustin de Arequipa - Arequipa, Peru
• Universidad Nacional Mayor de San Marcos - Lima, Peru
• Royal College of Surgeons in Ireland – Dublin, Ireland
Phase 3 and Phase 4 (Year 4) URSMD students are able to apply to participate in clinical electives at
each institution. There are no language requirements for Spain, South Korea, Taiwan, and Poland at
this time. Tuition fees of $200 per week are associated with the Taiwan and Spain institutions.
Applications are submitted to the OMSEP office and must include:
• Letter of Intent, Curriculum Vitae
• Letter of Recommendation from your Dean
• Certificate of Good Standing with institutional seal
• Two letters of recommendation from faculty members
• Official Transcript
Once an application is put together, OMSEP submits it to the international school contact with the dates
a student is interested in attending and the electives they would like to participate in. After the institution
confirms the availability to have a URSMD student attend, OMSEP connects the student and institution
to continue the process.
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URMD students are also able to set up clinical electives outside of the established exchange programs
on their own. The application and institutional review/approval process for clinical electives at
institutions not among those with which we maintain exchange agreements is the same.
Any request to complete electives in a country listed on the U.S. Department of State’s travel-warning
list will be reviewed by the Travel Review Subcommittee within the University of Rochester’s Office of
Global Engagement before approval is granted. All students who have plans to travel to any countries
on the U.S. Department of State’s warning list are required to submit their travel plans to OMSEP for
review no later than twelve weeks (three months) before departure.
The University of Rochester provides a secure registry system for students to record individual travel
plans and contact information to help ensure smooth communication and rapid, consistent institutional
support for University of Rochester global activities in the event of a serious emergency abroad. The
UR has created a simple, online form, which allows students to register their upcoming travel plans with
the Office for Global Engagement. This registration is required for all medical student international
clinical electives. Additional pre-departure resources and recommendations from the Office of Global
Engagement can be found here.
Students are responsible for carefully following all U.S. Department of State alerts and advisories for
their travel destination regardless of whether or not these alerts and advisories fall short of restricting
student travel to the country. For example, an alert or advisory might warn against travel to specific
regions of the country or highlight the dangers of undertaking particular activities in the country.
Students are expected to monitor such alerts and advisories and to take appropriate precautions
such as avoiding the specified areas or activities.
All students participating in international electives MUST adhere to the travel policy AND register for
INM750. Four weeks before departing for an international elective, students are required to have all
necessary paperwork completed and have provided copies to the OMSEP. All necessary paperwork
and information is provided to students upon the registration of INM750.
V. COMPLIANCE AND REGULATORY POLICIES
ADMINISTRATIVE SUSPENSIONS
Students placed on Administrative Suspensions will be prohibited from participating in their academic
programs and will be denied access to SMD administrative services. The students’ health insurance
and student status will be maintained during Administrative Suspensions. An Administrative
Suspension will not be reported in the permanent record or recorded on the transcript. A $100.00
administrative fee will be assessed for each Administrative Suspension.
ANNUAL ATTESTATION
As a part of the annual registration process, students will be required to affirm that for the past academic
year there has not been a change in their Criminal Background, Arrest History
and/or Sex Offender Status.
NOTE: Any omission, inaccurate or misleading information will be cause for a review of the
student’s status and disciplinary action including dismissal from medical school.
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TECHNICAL STANDARDS
Technical Standards Policy:
All applicants accepted to the University of Rochester School of Medicine & Dentistry must be able to
meet the School’s technical standards. Students are required to review the standards and document
they have read, understand, and are able to meet the standards with or without reasonable
accommodations. Matriculating students will attest to the ability to meet the technical standards listed
below on the orientation forms website. Thereafter, enrolled students will be required to reaffirm the
ability to continue to meet the technical standards at the beginning of each academic year.
The School of Medicine is prepared to provide reasonable accommodations to students who are
accepted by the School and who have physical and learning disabilities (e.g.: mobility impairments,
chronic illnesses, dyslexia and other learning disabilities). The University will review the information in
order to determine whether a reasonable accommodation can be made. The University reserves the
right to reject any requests for accommodation, that in its judgment, would involve the use of an
intermediary that would in effect require a student to rely on someone else’s power of selection,
detection and observation, fundamentally alter the nature of the School’s educational program, lower
academic standards, cause an undue hardship on the School, or endanger the safety of patients or
others.
Questions should be directed to Flavia Nobay, Associate Dean for Student Affairs.
URSMD Technical Standards (for matriculating students beginning with the Class of 2026)
Patient safety and wellbeing are critical factors in establishing requirements involving the physical,
cognitive, and interpersonal abilities of candidates for admission, promotion, and graduation. The
necessary abilities and characteristics described below are also referred to as technical standards.
They are defined in several broad categories including observation, communication, motor function,
intellectual-conceptual, integrative, quantitative abilities, social and behavioral skills, ethics and
professionalism.
The stated intention of a medical student to practice only specific areas of clinical medicine, or to
pursue a non-clinical career, does not alter the School of Medicine’s requirement that all medical
students achieve competence in the full curriculum required by the faculty.
Observation:
Medical student’s must acquire information as presented through demonstrations and experiences in
the foundational sciences. Medical students must be able to obtain and interpret information through
a comprehensive assessment of patients, correctly interpret diagnostic representations of patients’
physiological data, and accurately evaluate patients’ conditions and responses. These skills require
the use or functional equivalent of vision, hearing, and touch.
Communication:
Medical students must exhibit interpersonal skills to enable effective caregiving for patients, including
the ability to communicate effectively, with all members of a multidisciplinary health-care
team, patients, and those supporting patients. Medical students must be able to record information
clearly, utilize electronic medical records and accurately interpret verbal and nonverbal
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communication. Medical students must be able to communicate efficiently with other health care
professionals and read and write effectively in English.
Motor Functions:
Medical students must be able to perform physical examination and diagnostic maneuvers. Medical
students must be able to provide general care and emergency treatment for patients, and to respond
to emergency situations in a timely manner. Examples of emergency treatment reasonably required
of physicians include but are not limited to cardiopulmonary resuscitation, the administration of
intravenous medication, the application of pressure to stop bleeding, the opening of obstructed
airways, the suturing of simple wounds and the performance of simple obstetrical maneuvers. These
activities require sufficient physical mobility, coordination of both gross and fine motor neuromuscular
functions, and balance and equilibrium. Medical students must be able to meet applicable safety
standards for the environment, and to follow universal precaution procedures.
Intellectual-Conceptual, Integrative and Quantitative Abilities:
Medical students must be able to effectively interpret assimilate, understand, synthesize and
communicate the complex information required to function within the medical school curriculum both
in person and via remote technology, and engage in problem solving individually and in small groups.
Medical students must demonstrate the ability to comprehend three-dimensional relationships.
Medical students must be able to adapt to different learning environments and modalities.
Behavioral and Social Attributes:
Medical students must exercise good judgment; attend to the responsibilities necessary for the
care of patients; and develop mature, sensitive, and effective relationships with patients and members
of the healthcare team in a courteous, professional, and respectful manner. Medical students must be
able to contribute to collaborative, constructive learning environments. Medical students must
demonstrate the skills and emotional stability required to effectively manage heavy workloads,
function under stress, adapt to changing environments, display flexibility, and learn to function in the
face of the uncertainties inherent in the clinical problems of patients. Medical students are expected
to exhibit professionalism, personal accountability, compassion, integrity, concern for others, and
interpersonal skills including the ability to accept and apply feedback and treat all individuals in a
respectful manner, regardless of gender identity, age, race, sexual orientation, religion, disability, or
any other protected status.
Ethics and Professionalism:
Medical students must maintain and display ethical and moral behavior commensurate with the role
of a physician in all interactions with patients, faculty, staff, students, and the public. Medical students
must be honest, able to self-assess their mistakes, respond constructively to feedback and assume
responsibility for maintaining professional behavior. Medical students should understand and function
within the legal and ethical aspects of the practice of medicine. Candidates for admission must
acknowledge and provide written explanation of any felony offense or disciplinary action taken
against them prior to matriculation in the School of Medicine. In addition, should a student be
convicted of any felony offense while in medical school, they agree to immediately notify the
Associate Dean for Student Affairs as to the nature of the conviction. Failure to disclose prior or new
offenses can lead to disciplinary action by the School of Medicine that may include dismissal.
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The technical standards delineated above must be met with or without accommodation. The use of an
intermediary that would in effect require a student to rely on someone else’s power of selection,
detection, and observation will not be permitted with the exception of an American Sign Language
interpreter. Students who, after review of the technical standards, want to request a reasonable
accommodation to fully engage in the program should contact the Associate Dean for Student Affairs
to confidentially discuss their disability and related accommodation needs. Given the clinical nature of
our programs, time may be needed to create and implement the accommodations, so advance notice
of accommodation needs, when practicable, is necessary.
Approved by MedSAC on April 20, 2022
Approved by Curriculum Steering Committee on January 31, 2023
URSMD Technical Standards (for the Class of 2023, 2024 and 2025)
All candidates for the M.D. degree must possess essential skills and abilities necessary to complete
the medical school curriculum successfully either with or without reasonable accommodations for any
disabilities the individual may have.
NOTE: The use of an intermediary that would in effect require a student to rely on someone
else’s power of selection, detection and observation will not be permitted. The School
of Medicine’s Technical Standards are as follows:
Ability to:
• Record historical information
• Detect, understand, and interpret physical findings
• Communicate physical findings, develop and record diagnoses as well as treatment plans
• Ability to manipulate equipment and instruments traditionally used by physicians and
physicians-in-training.
• Ability to recognize, understand and interpret instructional materials required during
undergraduate medical education.
• Ability to detect and appreciate alterations in anatomy, or other abnormalities encountered as
part of the general physical examination.
• Ability to recognize, interpret and evaluate diagnostic studies.
• Ability to review and interpret notes prepared by other members of the health care team.
• Ability to perform calculations necessary to deliver appropriate care to the patient.
• Ability to communicate effectively with patients, families and other health care personnel.
• Ability to perform all of the above skills within a timeframe that is appropriate for a clinical
setting.
Amended July 2012
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CONFLICT OF INTEREST, TITLE IX AND GUIDELINES TO PREVENT THE MISTREATMENT OF
STUDENTS ATTESTATION
To comply with LCME standards, students will be required to annually review and affirm that they have
read and understand these policies. This will be conducted through MedSIS and will become part of
the student’s compliance records. Students will receive an e-mail each academic year with instructions
to complete the mandatory compliance.
MEDICAL STUDENT BASIC LIFE SUPPORT (CPR) CERTIFICATION
The University of Rochester School of Medicine and Dentistry requires that all medical students be
certified in Basic Life Support. Certification or re-certification will not be part of a medical school course,
but will be a stand-alone session to be scheduled at the student's convenience. The URSMD requires
a CPR BLS Certification Card.
Each entering student is required to provide the Registrar's Office with a copy of his/her/their
certification card by December 30, of their first year of medical school. Documentation of current
certification will exempt students from needing to do an original or refresher course during their first
semester. Their certification and expiration dates will be noted in their permanent records. For most
students, a re-certification will be required at the end of second year or during the summer of the third
year. A copy of the re-certification card must be submitted to Student Services for placement in the
permanent record.
Certification can be obtained through the Medical School's Center for Experiential Learning (CEL) at
no cost to the student or any certified agency. The Center for Experiential Learning offers American
Heart Association certification (original and refresher) throughout the year to medical students. This
certification is valid for two years.
Although students have until December 30, to complete the certification process, they are encouraged
to complete the requirement as soon as possible. For additional information, consult the Center for
Experiential Learning (CEL) web site:
https://cmetracker.net/ROCHESTER/Publisher?page=pubOpen#/EventID/159989/
ELECTRONIC MEDICAL RECORDS (EPIC)
Medical students will complete both ambulatory (AMB) and inpatient (ILP) eRecord training using e-
Learning on line training modules. First year students will be trained in the late fall of their first year on
Ambulatory eRecord. Second year students will generally be trained in the use of Inpatient eRecord at
the end of their second academic year.
Electronic Medical Record Documentation Policy for Medical Students:
Copying in Others’ Notes
History of Present Illness, Physical Exam, Assessment, and Plan Sections
Students must author their own history of present illness (HPI), physical exam, assessment, and plan.
Students may never copy all or part of another student’s or provider’s HPI, physical exam, assessment,
or plan.
Consequences of copying
Copying another provider’s HPI, physical exam, assessment, or plan represents unprofessional
behavior and may be reflected in students’ evaluations and grades.
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Linking in other sections of the history
The following sections of the note may be linked into a student’s note at the discretion of the clerkship
director, with the stipulation that the student must review and confirm the accuracy of these sections:
• Past medical history
• Past surgical history
• Medication List
• Allergies
• Social History
• Family History
• Review of Systems
Clerkship directors reserve the right to revoke this option for students whose notes are found to contain
outdated or inaccurate information.
Reports of labs, imaging, and other tests (“Data”)
Data should not be indiscriminately imported into a note. Data may be imported in a fashion which
reflects judgment about which information is relevant for that patient. The data section should be up to
date and relevant. Outdated information should be deleted.
Copy Forward = “Copy Forward- Edit”
Students may copy forward their own progress notes (although this is discouraged), but the information
must be updated daily to accurately and concisely reflect the current clinical status of the patient.
Outdated, irrelevant information should be deleted. Clerkship directors reserve the right to revoke this
privilege for students whose notes are found to contain outdated or inaccurate information.
Use of templates or outlines
The use of checklists to create the history of present illness is strongly discouraged. Individual
clerkships’ policies on the use of templates or outlines for notes should be clearly stated, and should
be followed during those clerkships.
Verification
Students’ notes should be reviewed by a resident or attending physician daily. When writing a note,
students should select the “Provider Student” note type, select “Co-signature Required”, and designate
the cosigner. When cosigning a student note, residents and attending physicians should use the
“Cosign” function and avoid using the “Edit” or “Addendum” functions.
Procedure Notes
The documentation of procedure notes by students is at the discretion of the individual clerkship
directors.
THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA) - MANDATORY
SESSIONS
To comply with HIPAA (Health Insurance Portability and Accountability Act) which was enacted by
Congress in 1996, all medical students enrolled in the medical school in any capacity, must complete
institution specific training by September 15, of the year of matriculation. All students from other
medical schools must also complete training specific to the University of Rochester.
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To meet the training requirements, U of R medical students will complete basic training and orientation
in the medical school curriculum and further training available on the University of Rochester Medical
Center HIPAA intranet site. Students have two HIPAA training options: 1) view a 35 minute Privacy
and Security Training video [a script of the video and a Key Concepts document are available to review
with the video and links can be found within the instructions on the website]; 2) read all of the Privacy
and Information Security training modules on-line. The video can be accessed on MedSIS or through
the HIPAA website. Visiting students must also complete these requirements prior to beginning
rotations through the University of Rochester. Compliance is mandatory.
Students should access the HIPAA website:
http://sites.mc.rochester.edu/departments/hipaa/training-education/
POLICY ON THE IMPLICATIONS OF INFECTIOUS AND/OR ENVIRONMENTAL DISEASE OR
DISABILITY ON MEDICAL STUDENT EDUCATION ACTIVITIES
All medical students are educated in infection prevention which includes completing the NYS
Mandatory Infection Control and Barrier Precautions Training as described elsewhere in this
handbook. Additional education includes reviewing information on the use of personal protective
equipment (PPE) and handwashing annually. Prior to the clinically intensive Phase 3 of the
curriculum, they are re-educated on safety with sharp devices and infection prevention. Despite all of
these measures, a student may be exposed to an infectious and/or environmental agent in the course
of the medical school clinical experiences. Any such exposure may result in disease or disability. In
these instances where the disease or disability as a consequence of an exposure as described
above, the medical school will put into place all reasonable accommodations for the student to
complete their education. These accommodations may include but are not limited to time away from
the curriculum with a modified timeline for completion of the requirements for the MD degree or
accommodations to assist the student in continuing to fully participate in the medical school
curriculum.. Students in this situation would follow the same processes and procedures for
requesting accommodations that are in place for students who have a disease or disability that is not
related to exposure to an infectious and/or environmental agent during the course of the required
medical school curriculum. Additionally, all medical students are required to enroll in disability
insurance with a private company and this is coordinated by the medical school.
INFECTION PREVENTION GUIDELINES FOR UNIVERSITY OF ROCHESTER MEDICAL
STUDENTS
Universal Precautions:
Universal precautions apply to all exposure to blood, body fluids, tissues and secretions.
• WASH hands before and after all contact with patients. Consider all blood, visibly bloody
secretions and fluids and genital secretions from ALL PATIENTS to be infectious.
• GLOVES are required for all anticipated contact with human blood, body fluids, or mucous
membranes. Double glove for surgical procedures.
• CHANGE GLOVES and wash your hands after each procedure and before contact with another
patient.
• WEAR MASK OR GOGGLES when blood or body fluids may splash into your face.
• WEAR WATERPROOF GOWN when blood or body fluids may soak through a cloth gown.
• YOU ARE RESPONSIBLE for properly disposing of any sharps or infectious materials you have
used in designated containers.
For Tuberculosis: N95 respirator masks are required for potential tuberculosis exposures.
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Definition of blood and body fluids (for blood borne pathogens):
• Human blood and blood products
• Semen and vaginal secretions
• Cerebrospinal fluid (CSF), synovial fluid, peritoneal fluid, pericardial fluid, amniotic fluid
• Saliva in dental procedures (assume blood contamination)
• Any body fluid visibly contaminated with blood
• Any unfixed human tissue or organ
• HIV-containing cell, tissue, or organ cultures or solutions, and blood, organs, or other tissues from
experimental animals infected with HIV or hepatitis B virus (HBV)
Notice that other body excretions such as saliva, urine, stool, vomitus, and respiratory secretions are
not included on this list (unless visibly contaminated with blood). However, many of these excretions
present other infectious hazards.
Needle Sticks, Cuts and Blood/Body Fluid Exposure:
**WEAR YOUR BADGE CARD** (updated April 2023)
EXPOSURE AT SMH/URMC
WASH OR IRRIGATE IMMEDIATELY IF EXPOSED TO BLOOD OR BODY FLUIDS
• Intact skin or Non-intact skin: needle stick or cut wash with soap and water.
• Mouth: rinse well with water.
• Eyes: rinse with sterile water, saline or tap water.
ASAP - Call University Health Services at 585-275-2662 for source patient blood testing, reporting
incident details and further directions. Nights/weekends/holidays: The UHS on-call physician will
coordinate care. Call 585-275-2662.
Complete an Incident Report form (SMH 115) by CALLING EH&S @ 585-275-3241
See UHS website for forms and directions. https://www.rochester.edu/uhs/primary-care/services-
for-full-time-students/blood-body-fluid-exposures/
EXPOSURE AT AFFILIATED SITES
WASH OR IRRIGATE IMMEDIATELY IF EXPOSED TO BLOOD OR BODY FLUIDS
• Intact skin or Non-intact skin: needle stick or cut wash with soap and water.
• Mouth: rinse well with water.
• Eyes: rinse with sterile water, saline or tap water.
Report the incident to the onsite Employee Health office to ensure prompt source patient
testing. After hours ask to speak to the Nursing Supervisor.
F.F. Thompson Hospital………………………………………………. 585-396-6457
Highland Hospital……………………………………………………… 585.341.8017
Rochester General Hospital…………………………………………. 585.922.4026
Then also report the incident to UHS @ 585.275.2662. If you receive a bill, contact UHS @
585.275.4955.
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After consultation with the on call physician / provider – the decision on further evaluation and treatment
will be determined, whether at the affiliated hospital or elsewhere.
Billing can be complex. All full time students are required to have health insurance covering care for
acute injuries. Exposures are usually acute injuries. Therefore charges for care outside UHS should
be billed to the student’s health insurance plan. Students are not eligible for coverage by Worker’s
Compensation plans. Students with questions about bills should bring them to the attention of UHS
Occupational Health Administration.
Other Infectious Diseases:
If you think you have been exposed to any of the following diseases, please contact the UHS
Occupational Health Nurse for follow-up investigation:
• Chickenpox/zoster
• Meningococcal disease
• Pertussis
• Scabies
• Tuberculosis
If you are ill, there are certain conditions that may limit your contact with patients. If you think you
have any of the following conditions, please contact the UHS Exposure Hotline at 585-275-2662
about the advisability of working with patients:
• Chickenpox or shingles
• Conjunctivitis
• Diarrheal illness
• Measles
• Skin infections
• Upper respiratory illness with fever
NYS MANDATORY INFECTION CONTROL AND BARRIER PRECAUTIONS TRAINING FOR
HEALTH PROVIDERS
New York State requires all licensed healthcare professionals and medical students to complete and
pass a comprehensive infection control certification. The University of Rochester SMD offers a
Comprehensive Infection Control Course through the Center for Experiential Learning (CEL) that meets
the State of New York's requirements.
The University of Rochester requires students to provide documentation of their certification and
successful completion of the course or an**approved equivalent** Infection Control certification to be
eligible to matriculate. Students are required to pay the CEL fee and provide documentation of their
certification as part of the registration for medical school.
Students who fail to provide documentation of their certification by registration will not be permitted to
register.
**Requests to Accept Equivalent Training
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The prior training must have been completed within the past four years from the NYS approved
providers. While there is an Equivalency Exception Criteria, it is limited to the following individuals with
signed attestation:
• Completion of a fellowship in infectious disease; or
• two years of experience as a hospital epidemiologist; or
• current certification in infection control; or
• infection control practitioner qualified by training and/or experience.
The website with the NYS DOH approved providers is pasted below:
http://www.health.state.ny.us/professionals/diseases/reporting/communicable/infection/training/provid
er_list/alphabetical_list.htm
NYS Comprehensive Infection Control Course
Infection control is an essential component of any health care delivery. Infection control measures can
be as simple as hand washing and as complex as high-level disinfection of surgical instruments.
Measures to prevent the transmission of disease in health care settings have evolved over the years
and as such, this New York State Department of Health approved and mandated training curriculum
contains the most up-to-date content.
Steps toward completing the program through the University of Rochester Infection Control training
program can be found at: https://web.cvent.com/event/f689fcdb-ad90-4c50-817f-
9432f8849149/summary. Create a profile (use your URMC email) and read through the material.
• Create a profile (use your URMC email) and pay the feel
• Enter your credit card information to pay the fee
• Receive your certification of completion and print a copy; bring the copy to Student Services to
update your compliance records.
• This certification is valid for a period of four (4) years. Students must remain certified. If a
student takes time away from the MD curriculum, they must recertify when the certification
expires.
MANDATORY URMC ANNUAL IN-SERVICE EDUCATION COMPETENCY EXAM
The annual URMC Mandatory in-service exam must be completed by all medical students by
September 15 of each year. Non-compliance will lead to an administrative suspension* and the
requirement to discontinue the academic program until the certification process has been completed.
Students will complete the annual mandatory In-service Exam via Blackboard on the student portal.
* Students placed on Administrative Suspensions will be prohibited from participating in their
academic programs and will be denied access to SMD administrative services. The students’ health
insurance and student status will be maintained during Administrative Suspensions. An
Administrative Suspension will not be reported in the permanent record or recorded on the
transcript. The student will be charged a $100.00 administrative fee.
MEDICAL STUDENT IMPAIRMENT POLICY
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Impairment Related to the Use of Alcohol or Drugs:
General Policy
A student must not use alcohol or drugs in a manner that could compromise patient care. Additionally,
it is the responsibility of every student to protect the public from an impaired colleague and to reach out
to a colleague whose capability is impaired because of ill health. A student is impaired if substance
abuse, illness or disability prevents the student from adequately or meaningfully participating in the
medical school program. Every student is obligated to report persons of the health care team whose
behavior exhibits impairment, lack of professional conduct or lack of competence. Such reports must
conform to established institutional policies as described here and elsewhere in the Medical Student
Handbook.
Reporting
Students should contact the Honor Board, the CARE network, the Associate Dean for Student Affairs,
or their Advisory Dean to report concerns regarding an impaired University of Rochester medical
student. Advisory Deans will bring impairment concerns that emerge from individual relationships with
students to the MSPRB to relieve the burden of sole responsibility. Reports of possible impairment that
are made to the Honor Board, CARE Network or Associate Dean for Student Affairs will be forwarded
to the MSPRB.
Students may self-report their impairment problem by contacting CPH directly at the hotline number (1-
800-338-1833). To report a member of the healthcare team who is suspected of impairment, students
should contact their Advisory Dean, Associate Dean for Student Affairs, or the appropriate clerkship
director.
Enforcement of Policy
A. Referral
A student whose performance is believed to be impaired by substance abuse or suspected substance
abuse will be referred by his/her/their Advisory Dean or the Medical Student Promotions and Review
Board (MSPRB) to the Committee on Physicians’ Health of the Medical Society of the State of New
York (CPH) for diagnosis, monitoring and treatment. CPH will report to the MSPRB a student’s failure
to seek treatment subsequent to the MSPRB referral; a student’s unsuccessful treatment; and/or
relapse in treatment of substance abuse. The MSPRB Chair may suspend the academic or clinical
activities of any such student during the diagnosis or treatment phase if the student is judged by him/her
to be a danger to self or to others. A student’s failure to seek treatment, failure to be successfully
treated, or relapse will be grounds for dismissal or other disciplinary actions by MSPRB. Students can
also self-refer to CPH.
B. Action by MSPRB and CPH
Upon receipt of a report regarding a student with a possible impairment, the MSPRB or its designee
will further investigate the report. After assessing the concern, MSPRB will report to CPH a student
whose performance is believed to possibly be impaired because of substance abuse. CPH will attempt
to assess whether a substance abuse problem exists, and, if it does, whether performance as a student
has been impaired.
Students who have been referred to CPH by the MSPRB and who refuse to undergo an evaluation will
be referred back to the MSPRB by the NYS CPH for further action. The MSPRB need not be bound
95 | Page
by confidentiality and may take administrative action (e.g., suspension or dismissal) against a student
who does not cooperate with evaluation.
If MSPRB believes that a student may have a substance abuse problem, but impaired performance
has not occurred, MSPRB will recommend to the student that he/she obtain treatment. The student
may refuse treatment without being subject to disciplinary action unless his/her/their performance
becomes impaired.
If CPH reports to MSPRB its determination that a student does not have impairment, the report will be
placed in a sealed envelope marked confidential in the student’s confidential file. Access to the file will
be restricted to the Senior Associate Dean for Medical Student Education, the Associate Dean for
Student Affairs, and the MSPRB. The MSPRB shall have the authority to make determinations related
to the information.
C. Treatment and Monitoring by CPH
If the performance of a student has been impaired by substance abuse, treatment by CPH therapists
will be recommended. No disciplinary action will be taken so long as the student accepts, complies
with, and successfully undergoes treatment. It is the practice of the CPH to utilize blood or urine tests
to monitor treatment. Successful abstention will be documented by CPH monitoring blood or urine drug
levels as long as the CPH physician deems it necessary. In instances where patient welfare or safety
is in jeopardy or the student refuses to undergo treatment, MSPRB will be notified by CPH and MSPRB
will take appropriate action. Funding for MSPRB mandated evaluation will be borne by the Dean's
office. The costs for treatment and monitoring will be borne by the student.
For all causes of student impairment, there will be a mechanism for the systematic sharing of
information with the MSPRB so long as the student remains in treatment. A student’s failure to
participate in a mandated evaluation, failure to successfully complete recommended treatment, or
relapse during or after treatment will be grounds for dismissal from the program or other disciplinary
actions by MSPRB.
If the period of necessary treatment and/or monitoring extends beyond graduation, the New York State
CPH will notify the CPH of the State of the student's residency and request that treatment and/or
monitoring continue in that State.
Impairment Unrelated to Alcohol or Drugs:
When a student’s personal health or well-being is affected due to a suspected impairment unrelated to
drugs or alcohol, such that the student’s performance is impaired or reasonably may become impaired,
the MSPRB shall have the right to mandate that the student undergo a medical or psychiatric evaluation
for the purpose of providing recommendations to the MSPRB relative to the student’s ability to meet
program requirements and to provide safe and effective patient care. The School, at its option, may
use University Health Service (UHS) and/or the University Counseling Center (UCC) evaluators to
perform the evaluations and for treatment and monitoring when conflicts of interest can be avoided.
Funding for MSPRB mandated evaluation will be borne by the medical school. The costs for treatment
and monitoring will be borne by the student.
When a student has been assessed as having impairment, UHS, UCC and/or Committee on Physician
Health (CPH) may be designated by the MSPRB to monitor the student’s treatment and progress. The
CPH/UHS/UCC professional who has been designated as the student’s treatment monitor will be a
liaison between the student’s provider and the MSPRB. The MSPRB will not request specific
96 | Page
information regarding the student’s diagnosis or the contributing factors. The MSPRB will require
UHS/UCC/CPH and/or another designated student treatment monitor to provide it with an opinion as
to whether a student will be able to return to the program, and what limitations the student will have,
and what reasonable accommodations, if any, the student will need to safely and effectively participate
in the program. The MSPRB shall have the right to determine whether the student can perform in
accordance with the program requirements.
For all causes of student impairment, there will be a mechanism for the systematic sharing of
information with the MSPRB so long as the student remains in treatment. A student’s failure to
participate in a mandated evaluation, failure to successfully complete recommended treatment, or
relapse during or after treatment will be grounds for dismissal from the program or other disciplinary
actions by MSPRB.
If the period of necessary treatment and/or monitoring extends beyond graduation, the New York State
CPH will notify the CPH of the State of the student's residency and request that treatment and/or
monitoring continue in that State.
Amendment
The school reserves the right to amend this policy at any time.
Implications of Infectious and/or Environmental Disease or Disability:
For any student who becomes ill or disabled as a result of infectious or environment exposure while a
medical student will be given schedule adjustments and accommodations as with any illness or
disability. Students who have an infectious/contagious disease or disability that interferes with
education/patient care that the student self-discloses at the time of matriculation, at the time of the
annual health review, or at any time are evaluated by an ad hoc committee that may include (as
appropriate) the UHS Director, the Hospital Epidemiologist, a member of the SMD faculty with expertise
in the disease/condition and a representative of the Dean’s Office. The committee makes
recommendations to the Dean about any restrictions that may be needed; any special support the
student will need, and provides counseling to the student. (Effective May 1, 2015)
NEW YORK STATE CHILD ABUSE REGISTRY
All students are required to complete the New York State Department of Children and Family Services
authorization form for the State Central Register Database Check. Students will complete the
authorization as a part of the orientation to Year 3. However, if the forms were completed and approved
during Phase 1 or Phase 2 for a different psychiatry or volunteer experience, students do not have to
repeat the process. Students who complete the form prior to Year 3 are responsible for contacting the
psychiatry clerkship coordinator to confirm the form is on record.
NOTE: Any omission, inaccurate or misleading information will be cause for a review of the
student status and disciplinary action which includes dismissal from medical school.
PROTECTED HEALTH INFORMATION (PHI)
Part of medical education is the proper documentation of patient encounters and review of this
documentation by preceptors. Students should be aware that protecting PHI is part of this process.
Notes and EMR documents can only be copied from the electronic medical record for specific
teaching/educational requirements as indicated by individual clerkships. The following information
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should be deleted from any notes or EMR documents that students submit to preceptors, either in
electronic form or as hard copies:
• Name
• Medical Record Number
• Date of Birth
• Date of hospitalization
• Room/bed number
• Other information that could easily identify the patient
Notes submitted to preceptors for review should be handled confidentially and disposed of in locked
confidential recycling containers or shredded after use. All emails including PHI for educational
purposes should be deleted immediately.
Appropriately de-identified electronic notes should only be submitted via the secure intranet server,
using the student’s URMC email address and not through students’ or faculty’s private accounts. The
email must be noted as “Confidential” in the subject.
Individual clerkship/elective directors should provide clear expectations about assignments, and
students should contact clerkship/elective directors with any questions about expectations to ensure
the integrity of electronic protected health information.
Definition of PHI
In the HIPAA Privacy Rule, Protected Health Information means individually identifiable health
information that is transmitted or maintained in electronic or any other form or medium. Whether PHI
is electronic, paper or oral, all protections and requirements apply under the Privacy regulations.
HIPAA’s Security regulations are limited to electronic PHI only.
The Privacy regulations define individually identifiable health information as information that is a
subset of health information, including demographic information collected from an individual, and:
a. Is created or received by a health care provider, health plan, employer, or health care
clearinghouse; and
b. Relates to the past, present, or future physical or mental health or condition of an
individual; the provision of health care to an individual; or the past, present, or future
payment for the provision of health care to an individual; and
c. That identifies the individual; or
d. Where there is a reasonable basis to believe the information can be used to identify the
individual.
Violations of the above guidelines either purposeful or unintentional will result in disciplinary action
which could include dismissal from the medical school. (November 26, 2012)
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REQUIREMENTS
New York State Department of Health:
• NYS Infection Control – prior to matriculation through University of Rochester Infection
Control training program. https://web.cvent.com/event/f689fcdb-ad90-4c50-817f-
9432f8849149/summary
• Mandatory child abuse lecture given during first year in Skills in Complete Patient Evaluation
(SCOPE)
• Psychiatry Clerkship - Child Abuse Registry – Phase 3 Orientation
University of Rochester Medical Center:
• Electronic Medical Records/ eRecord (EPIC) – scheduled as access is needed
• The Health Insurance Portability and Accountability Act (HIPAA). Completed via a video
review in the Medical Student Information System (MedSIS) by September 15, of the year of
matriculation.
University of Rochester School of Medicine and Dentistry:
• Conflict of Interest Policy review - Annually
• Title IX Policy review - Annually
• Guidelines to Prevent Student Mistreatment Policy review – Annually
• Affirmation Statement - annual attestation regarding changes to criminal background, arrest
history and sex offender status
• Annual Mandatory In-Service Exam – Completed via Blackboard
(http://learn.rochester.edu)
• Verification of Ability to Meet SMD Technical Standards - Annually
• The Health Insurance Portability and Accountability Act (HIPAA). Completed via a video
review in the Medical Student Information System (MedSIS) by September 15, of the year of
matriculation.
• Human Subject Training for Research – Phase 1 by December 1
• NYS Infection Prevention – Phase 1, good for four years – completed through CEL
• AAMC Questionnaires
o Matriculating Student Questionnaire (MSQ) Phase 1 Orientation
o The Graduating Student Questionnaire (GSQ) at the start of the Process of Discovery
• Second and fourth year exist surveys on curriculum and support services
• Faculty/course evaluations – on going
• CPR – must provide evidence of certification by December 30 of Phase 1 and updates when
certification expires – completed through CEL
• eRecord (electronic medical records)
• Ambulatory modules completed in December of Phase 1
• Inpatient modules completed in April of Phase 2
• eView (Radiology) – April of Phase 2
• 2
nd
& 3
rd
Year Comprehensive Assessment
University Health Service (UHS):
(September 15 deadline, except as noted)
UHS Monitored Requirements:
The UHS monitors compliance and assists students in meeting Federal OSHA, New York State College
and health care hospital requirements
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All School of Medicine and Dentistry Students MUST fully comply with all UHS requirements, by the
established deadlines (generally September 15) or be required to discontinue their academic programs.
• Matriculating students must complete all UHS requirements and submit the required Health
Professions Student Health History Form prior to the start date. Students who fail to complete
all UHS requirements and to submit the completed Health History form prior to the start of
classes are subject to a late fee and risk of not matriculating.
• Complete immunization requirements (TB risk assessment required annually; PPD and
tetanus if more than nine years ago).
• Evidence of an annual physical health review (including a PPD & health update appointment)
• Annual TB respiratory protection (mask fitting)
• Submit documentation of Health Insurance Coverage. Note: The Student Health Plan consists
of two parts:
1. the mandatory health fee
2. health insurance
NOTE: All students will be covered and charged for U of R health insurance unless they
complete the waiver on the UHS Health Insurance Options Form.
URMC POLICY OF CONFIDENTIALITY
Please note that all confidentiality policies for Strong Health employees and health care professionals
apply fully to medical students at all times.
Strong Health employees and health care professionals possess sensitive, privileged information about
patients and their care. Patients properly expect that this information will be kept confidential. The
System takes very seriously any violation of a patient's confidentiality. Discussing a patient's medical
condition, or providing any information to other unauthorized persons, will have serious consequences
for the disclosing party. Personnel should not discuss patients in public or with their families.
Each provider is the owner of the medical record which documents a patient's condition and the services
received by the patient. Medical records are strictly confidential, which means that they may not be
released to outside parties except with the written consent of the patient or in other limited
circumstances. Special protections apply to mental health records, records of drug and alcohol
treatment, and HIV related information. Medical records must not be physically removed from the
provider's office or facility, altered, or destroyed. Personnel who have access to medical records must
take pains to preserve their confidentiality and integrity, and nobody is permitted access to the medical
record of any patient without a legitimate, work-related reason for so doing. Any unauthorized release
of or access to medical records should be reported to a supervisor or the Compliance Officer.
New York State has enacted a series of computer crime laws that are designed to punish and deter
computer crime. In compliance with the law, Strong Health prohibits unauthorized access to its
computer system, either directly or by network or telephone. An individual who does not have a
legitimate password is unauthorized to gain access. The System also prohibits the destruction or
corruption of electronically stored or processed data. Persons who violate these rules will be
prosecuted to the full extent of the law. (Source: URMC Compliance Manual)
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GRADUATE HOUSING
All questions related to graduate and family housing may be addressed to uapts@reslife.rochester.edu
or visit the web link pasted below:
http://www.rochester.edu/reslife/graduate/
The MD program is not involved in any aspects of graduate housing.
INTEGRITY HOTLINE
585-756-8888
Purpose:
The Integrity Hotline offers you easy access to report any improper or unethical behavior you believe
could jeopardize the integrity of the institution.
Reports of any potential non-compliant activities or violations of federal or state regulations may be
made confidentially and ANONYMOUSLY, if you prefer. The hotline is a dedicated outside line without
the capability of identifying a caller's telephone number.
Available 24 hours a day, the hotline is answered by Compliance Office staff from 9 a.m. to 5 p.m. with
voice mail for after-hours calls.
Tell Us About:
Any concerns regarding inaccurate billing for services, research fraud, breach of patient
privacy/confidentiality or information system security, violations of professional practice
standards/business ethics or conflicts of interest.
Additional Reporting Options:
The hotline augments other reporting paths, including an individual's supervisor, department
leadership or administration offices such as University Audit, University Counsel, Human Resources,
Environmental Health and Safety and University Intercessors. In addition, the University of Rochester
provides guidance to help you resolve job-related issues.
Those in our community who are hearing impaired may provide information through the New York Relay
Service at 1-800-662-1220.
http://www.urmc.rochester.edu/compliance-office/integrity-hotline/
VOTER REGISTRATION AND HIGHER EDUCATION ACT
The Higher Education Act, which governs most federal student-aid programs, stipulates that higher
education institutions must obtain voter materials 120 days before the local registration deadline and
distribute them to students enrolled in all degree or certificate programs on the campus.
Registration Requirements:
To register, you must be:
18 years of age by the date of the election in which you want to vote, a United States Citizen, a resident
of Monroe County for 30 days prior to the election, not in jail or on parole
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Monroe County Registration Procedures
In Person: Registration forms are available at most government offices, banks, post offices, libraries,
and supermarkets or you may register in person at the Monroe County Board of Elections Office, 39
W. Main Street, Rochester, --Monday through Friday between 9:00am - 5:00pm. Voter Registration
forms are also available in the Student Services Center.
Over-the-Phone: Call 585-428-4550 and a registration form will be sent to you in the mail to complete
and return.
Mail/E-Mail: Print an application form from http://www.elections.ny.gov/votingregister.html (Related
Documents) complete and return through the mail; or, e-mail your request for a registration form to be
sent to you. Be sure to include your mailing address.
Deadline for Registering to Participate in an Election:
If you want to vote in an election, you must mail or deliver your completed registration form to the Board
of Elections no later than 25 days before the election in which you want to vote. Your eligibility to vote
will be based on the date you file this form, and the county board will notify you of such.
Absentee Voting Qualifications:
A voter may qualify to vote by absentee ballot if their duties, occupation, business or vacation requires
them to be absent from their county of residence on election day or if he will be confined by illness or
physical disability either on a temporary or permanent basis.
Jury Duty and Rules for Postponing Service:
While the school can and will provide documentation to support a request to postpone service beyond
a six-month period, due to rule changes, there is not a guaranteed exemption for medical students.
Students may be required to report for jury duty during scheduled medical school breaks and/or
vacation periods.
Students who need letters to document their enrollment status should contact the Director of Student
Services. While the first request for postponement of jury service will be granted, there is a required
time frame (no less than two months and no more than six months from the report date.) when the
service must occur, which may necessitate a request to postpone service beyond the six month period.
NOTE: Legal counsel advised about one technical point, if a student receives a notice to report
for “grand jury” (which requires an extended commitment over multiple weeks), the
student could request to transfer the notice to regular jury duty (known as “petit jury”)
rather than grand jury, when seeking the postponement.
http://www.nyjuror.gov/
102 | Page
VI. OFFICES FOR MEDICAL EDUCATION
Admissions Office:
Admission to the School of Medicine and Dentistry, applicant tours, student interviews, host program.
Christine Hay, MD
Associate Dean for Admissions
Room G-9534 / Tel: 585-275-4606
Michelle Vogl
Director of Admissions
Room G-9536 / Tel: 585-275-4542
Ann Cornwell
Admissions Coordinator
Room – G-9536 / Tel: 585-275-9778
Kelsey Johnson Hartigan
Admissions Marketing and Interview Coordinator
G-9536 / Tel: 585-275-3112
Advisory Deans:
Each entering student is assigned to one of four advisory deans who serve as that student’s advisor
for the entire undergraduate medical educational experience. Students may meet individually for
personal advising, curricular planning, or career counseling.
David Kaufman, M.D.
Professor, Thoracic Surgery
SSC, Room G-7644 / Tel: 585-275-4537
Cheryl Kodjo, M.D., MPH
Assoc. Professor Pediatric Adolescent Med
SSC, Room G-7644 / Tel: 585-275-4537
Anne Nofziger, MD
Associate Professor, Family Medicine
SSC, Room G-7644 / Tel: 585-275-4537
Erik Rueckmann, M.D., MPH
Associate Professor, Emergency Medicine
SSC, Room G-7644 / Tel: 585-275-4537
Lisa Vargish, MD, MS
Associate Professor, Department of Medicine
SSC, Room G-7644 / Tel: 585-275-4537
Bursar’s Office:
Billing and emergency loans.
Office of the University Bursar
bursar@admin.rochester.edu
Phone Hours: Monday-Friday from 9:30-11:30am and 1:30-4:30pm
Bursar Information Window Hours: Monday-Friday 9:30am-12:30pm and 1:30-4:30pm
Mailing Address: PO Box 270037, 330 Meliora Hall, Rochester, NY 14627
Office of Medical Student Enrichment Program:
Research, international and community service opportunities
Jene Dupra, Administrative Assistant, SSC, Room G-7644 / Tel: 585-275-8615
Summer and Year Out Research: OME_Research@urmc.rochester.edu
International Education Exchange Programs: OME_VIS@urmc.rochester.edu
Students of Rochester Outreach: OME_SRO@urmc.rochester.edu
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Office of Curriculum and Assessment (OCA):
OCA is located in the Offices for Medical Education in the School of Medicine and Dentistry. OCA
focuses on curriculum implementation, innovation, evaluation and research. OCA, through its directors,
reports directly to the Senior Associate Dean for Medical Student Education.
Christopher J. Mooney, PhD, MPH
Director, Assessment
Room G-8540 / Tel: 585-275-8570
Andria Mutrie , MS
Director of Curriculum
Room G-8540 / Tel: 585-275-0827
Lauren Bestram
Course Coordinator
G-8540H / Tel: 585-275-0385
Erika Hansen
Course Coordinator
G-8540 / Tel: 585-275-0308
Katie Libby
Course Coordinator
G-8540 / Tel: 585-275-4739
Elaine Morgillo
Course Coordinator
G-8540 / Tel: 585-275-5975
Jesika Barnes
Course Coordinator
G-8540 / Tel: 585-273-1615
Isaiah Evans
Course Coordinator
G-8540 / Tel: 585-275-4577
Financial Aid Office:
Financing education, debt management counseling and work study eligibility.
Herbert (BJ) Revill
Director of Financial Aid
SSC, Room G-7644 / Tel: 585-275-4523
Jennifer Samuelson
Department Coordinator
SSC, Room G-7644 / Tel: 585-275-4523
Offices for Graduate Studies:
Richard T. Libby, PhD
Senior Associate Dean, Office for Graduate Education,
Professor of Ophthalmology & Biomedical Genetics
Room G-9551
Tel: 585-275-4522
MSTP Admissions and Administration:
M. Kerry O’Banion, M.D., Ph.D.
Director
Laurie Steiner, M.D.
Associate Director
Alysha Taggart
Program Administrator
Room: G-9548
Nicole Cupp
Administrative Coordinator
Room G-9543
Registrar’s Office:
Course schedules, transcripts, student verification, and registration for licensure exams.
Kathleen Kelly, JD
Registrar
SSC, Room G-7644 / Tel: 585-275-4541
Monique Williams
Assistant Registrar
SSC, Room G-7644 / Tel: 585-275-4541
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Student Affairs Office:
Tutoring, academic support services, accommodations for religious observances and students with
disabilities, and the Medical Student Promotions and Review Board.
Flavia Nobay, M.D. Tressa Newton, EdD
Associate Dean for Student Affairs Dir, Office of Student Enrichment, Career Counseling & Wellness
SSC, Room G-7644 SSC, Room G-7644
Tel: 585-275-4537 Tel: 585-273-3289
Student Services Center (SSC):
The Student Services Center is the one-stop shopping, resource center for students. It is located in
area G-7644, and houses the offices of the Senior Associate Dean for Medical Student Education, the
Advisory Deans, Financial Aid, the Registrar, Student Affairs and Director of Offices for Medical
Education.
Hours of operation: 8:00 a.m. – 5:00 p.m., Monday - Friday
Telephone: 585-275-7245 FAX: 585-273-1016 Location: G-7644 Suite
David R. Lambert, M.D.
Senior Associate Dean for Medical
Student Education
(SADMSE) and Professor
Medicine
SSC, Room G
-7644 / Tel: 585-275-4537
Penny Sarsfield
Executive Support Administrator
SSC, Room G-7644 / 585-275-5910
Diane Frank
Director, Offices of Medical Education
SSC, Room G
-7644 / Tel: 585-275-7923
Michelle Knotowicz
Administrative Coordinator
SSC, Room G-7644 / Tel: 585-275-7245
Emily Lindquist
Academic Administrator
SSC, Room G-7644 / Tel: 585-273-3293
Jene Dupra, Administrative Coordinator
SSC, Room G-7644 / Tel: 585-275-8615
MaryClare Bowes, Department Coordinator
SSC, Room G-7644 / Tel: 585-275-4537
FACILITIES FOR STUDENTS
Lockers:
All students are assigned locks and lockers prior to matriculation by Student Services. If there are any
problems with the lock or lockers, please contact Student Services at 585-275-4537.
Mailboxes and E-Mail:
Every student is assigned a post office box and E-mail address during first year registration. Since all
official medical school correspondence is sent to the post office box or via E-mail, it is the student’s
responsibility to check his or her post office box and E-mail daily.
URMC medical student graduates will retain their URMC e-mail addresses for ten (10) months following
the date of graduation.
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On-Call Room:
During the third and fourth years, students have access to the On-Call Rooms located on the Ground
floor: G-5704 and G-5702. You will need to enter passcode 22722 to enter the space. The On-Call
Rooms should remain locked at all times for security reasons.
Student Lounge (Room G-7647):
Television, recreational facilities, and a kitchen with refrigerator, microwaves, and sink are available for
graduate and medical student use ONLY. You will need your student ID for swipe access. This
lounge should remain locked at all times for security reasons.
Swipe access to the Music Room in the Student Lounge may be obtained from Diane Frank, Director
of Offices for Medical Education, SSC, Tel: 585-275-7923 Room G-7644. For security reasons, the
music room should remain locked at all times.
The Student Lounge may be reserved for various functions by contacting the Student Services
Receptionist, Room G-7644, Tel: 585-275-4537
STUDENT COMPUTING
There are several student computing areas, some open all night that contain dozens of Macs & PCs.
See Edward G. Miner Library's Public & Student Computing link http://www.urmc.edu/hslt/miner/ for
more information on student computing, or to learn about digital library resources available to students.
For more information about medical student computing at the University of Rochester, contact the help
desk manager at 585-275-6944.
VII. STUDENT CONDUCT AND RESPONSIBILITIES
ALCOHOL USE ON SCHOOL PROPERTY
In the Medical Center and at all of its off-site locations, the non-patient use of alcoholic beverages is
limited to events held at sites which occur outside patient care areas. These events and the use of
alcohol must be approved by the Office of the Senior Vice President for Health Affairs, catered by a
catering service approved by the UR Sanitarian from Environmental Health and Safety, and holds a
current liquor license, as well as liquor liability insurance approved by the Office of Counsel to the
Medical Center. Students must not have alcohol on the premises.
Medical Student Events:
Medical student events that include alcohol cannot have “open bars,” cannot have alcoholic beverages
provided either free or as part of an admission fee. This policy is in effect for all student events paid
for by medical school or student contributed funds, on site or at an outside facility. (Effective May 15, 2013)
All alcoholic beverages must be purchased by the individual from the approved URMC caterer or
outside facility for events held outside of the university property. (Amended June 2009)
New York State Law prohibits the serving of individuals actually or apparently under the age of 21, to
intoxicated individuals, or to individuals who are known to become habitually intoxicated.
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BEHAVIOR AND PROFESSIONALISM
Standards and Policies:
Medical students at the University of Rochester are expected to adhere to the highest standards of
professionalism, both on and off campus in their professional and personal actions. (NOTE: Rochester
Early Medical Scholars (REMS) Program, and other early assurance or combined-degree programs
participants/candidates and candidates who accept Rochester’s offer of admission are held to the same
standards). They are expected to demonstrate outstanding professional qualities outlined in the
Expectations for Medical Students. Violations of the standards set forth in that statement are grounds
for disciplinary action, up to and including dismissal from the school.
If a student faces civil/criminal court action, the school may proceed with its own process in the matter
or, at its discretion, choose to delay the proceeding until the outcome in the courts is determined. If
preliminary investigation of any matter suggests the student may be a danger to patients or others, or
may face criminal action in the courts, the student may be temporarily suspended from academic or
clinical activities.
Major disciplinary actions (such as probation, suspension, formal reprimands, mandated Leave, or
requirement to repeat a year) taken by MSPRB against a student will be recorded in the permanent
record and reported in the student’s Medical Student Performance Evaluation (MSPE).
Allegations of research misconduct or sexual harassment/violence by medical students will be subject
to any additional requirements of federal agencies and University regulations.
Procedures:
Any person can bring to the attention of any faculty member a medical student's violation of medical
school professional or ethical standards. Any faculty member receiving such a report shall inform the
Associate Dean for Student Affairs (ADSA), an Honor Board member, the Chair or the Co-Chair of
MSPRB as soon as possible.
The Chair or Co-Chair will decide whether the allegation warrants further investigation by the MSPRB
or if the allegation will be referred to the Honor Board if not already done. In considering this, the Chair
or Co-Chair may interview, or direct the Advisory Dean or Associate Dean for Student Affairs to
interview the persons allegedly involved. If this investigation suggests legitimate grounds for MSPRB
review, he/she will refer the matter to the full MSPRB by sending a letter summarizing the matter to the
members and to the student (by certified mail, return receipt requested).
Within forty-five days of receiving the report, the MSPRB will meet to consider the matter. The ADSA
will notify the student in writing of the date and time of the meeting. The student will be given written
instructions on where to report for the meeting. The MSPRB has the discretion to change the date and
time, or location of the meeting.
An MSPRB quorum consists of the Chair or Co-Chair and a total of five or more voting members. Any
decision to dismiss a student shall require a majority of the entire MSPRB; all other decisions require
a majority vote of those present. Formal rules of evidence do not apply. Any material considered
relevant by the MSPRB shall be considered.
The student may appear alone, or with an advocate (who is not an attorney), before the MSPRB. The
student and/or advocate may not record and/or audiotape any portion of review process meeting(s).
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In the correspondence to the student confirming the date and time to report for the MSPRB review
meeting, a deadline (date and time) will be included to provide the advocate’s name, affiliation and
contact information. In addition, if the student would like the MSPRB to review and/or consider
documents, a deadline for submitting the specified number of copies, will be included in the confirming
correspondence.
The MSPRB retains the right to deny the participation of an advocate named after the stated deadline
or for whom the requested documentation has not been submitted. The MSPRB retains the right to
exclude supporting documents received after the stated deadline. (Amended December 6, 2005)
The student may appear at the meeting on his/her/their own with an advocate who is not an attorney.
The student may submit to the MSPRB, in advance of the meeting (before deadline as noted above),
whatever written documents he/she chooses to defend his/her/their position or character. The student
and/or advocate may not record and/or audiotape any portion of review meeting(s).
The MSPRB’s decision will be provided in writing, to the student within three business days of the
meeting.
Decisions of the MSPRB for dismissal or required leaves of a year or more are the only MSPRB
decisions students may appeal. In such instances, MSPRB decisions may be appealed by students to
the Medical School Advisory Council (MedSAC) Appeals Board (MAB). Within five business days of
the date of the MSPRB's letter, the student may appeal such decision to the MAB. Any appeal must
be in writing and must state the reasons on which it is based. Appeals are submitted to the Associate
Dean for Student Affairs. Procedures of the MAB will be identical to those described for appeals of
MSPRB dismissal or required leaves. (see MSPRB Appeals)
Honor Board Recommendations:
Decisions of the MSPRB for dismissal or required leaves of a year or more related to Honor Board
recommendations are the only MSPRB decisions students may appeal. In such instances MSPRB
decisions may be appealed by students to the Medical School Advisory Council (MedSAC) Appeals
Board (MAB) within five business days of the date of the MSPRB's letter. Any appeal must be in writing
and must state the reasons on which it is based. Procedures of the MAB will be identical to those
described for appeals of MSPRB dismissal or required leaves. (see MSPRB Appeals)
INTIMATE RELATIONS
Source: U of R Faculty Handbook Sections III.C and D
http://www.rochester.edu/provost/assets/PDFs/Faculty_handbook.pdf
Intimate Relationships [updated May 2018]
Freedom of thought and expression and the opportunity for all members of the University community
to pursue knowledge unencumbered are the foundation of the academic enterprise. The development
of intimate relationships may, in some cases, compromise the academic relationships that are
fundamental to the intellectual and professional development of members of the University. The faculty
member - student academic relationship is of special concern in this context given the innate power
imbalance between faculty and students; however, such power imbalances also may exist among
faculty members. The purpose of this policy is to protect the rights and interests of all members of the
University community by avoiding the potential for real or perceived coercion, favoritism, bias, or
exploitation that may be created by intimate relationships among members of the University community.
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To provide clarity regarding the intentions and purposes of this policy, the following definitions are
employed.
• Student refers to all full-time, part-time, visiting, or prospective undergraduate or graduate
students, and all postgraduate trainees, research associates, residents, and fellows.
• For the purposes of this policy Faculty refers to tenure-track, instructional, adjunct, research,
and clinical faculty members of all ranks. (Other individuals (e.g.: students, post-doctoral fellows
and
• other trainees) who exercise academic authority over students should see their respective
handbooks for related policies.)
• Intimate relationships refer to non-familial sexual, dating, and/or romantic relationships. Note:
unwanted advances or other inappropriate behaviors may be considered sexual harassment,
which falls under HR Policy 106.
• The exercise of academic authority includes the following activities (on or off campus):
teaching courses, (i.e., having primary or shared responsibility for the conduct of a course but
not, for example, simply delivering occasional guest lectures); grading or otherwise evaluating
student work; advising on formal projects such as a thesis or other research; serving as an
external examiner or member of a thesis committee; participating in decisions regarding student
funding or resource allocation; performing clinical supervision; and making recommendations or
otherwise influencing decisions regarding admissions, employment, tenure and promotions, or
the awarding of grants, fellowships, or other recognitions. Generally, it is assumed that faculty
exercise academic authority over all students in their department or program. However, there
are circumstances and academic structures within the University where the assumption of
academic authority may not be fitting, for example, in cases of some secondary faculty
appointments or informal program affiliations, or in the distributed departments and programs in
the School of Medicine and Dentistry. In such cases, it is left to the department chair and
cognizant dean to define appropriate domains of academic authority; however, if there is
uncertainty on the part of the student or faculty member academic authority should be assumed
or clarification about the existence of academic authority should be sought from / determined by
the department chair and cognizant dean.
Any questions regarding the above definitions, as well as other aspects of this policy, should be directed
to the University Intercessor or the appropriate department chair or dean.
The Policy
• Faculty are prohibited from entering into intimate relationships with undergraduate students of
the University.
• Faculty are prohibited from entering into intimate relationships with any member of the University
community over whom they exercise academic authority as defined above.
• Faculty are prohibited from accepting academic authority (as defined above) over any member
of the University community with whom they currently share an intimate relationship, or with
whom they have shared such a relationship in the past.
Violations
Violations of this policy will result in disciplinary actions, which can include, but are not limited to, written
warnings, loss of privileges, mandatory training or counseling, probation, suspension, demotion
(including revocation of tenure), expulsion, and termination of employment. Disciplinary actions will be
enforced at the appropriate administrative level ranging from department chair to the Office of the
Provost.
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Exceptions
In cases in which a mutually consensual relationship develops, exceptions to this policy may be
granted, but must be managed carefully by agreement of both parties in the relationship, the
chair(s)/dean(s) of the faculty member and other party, and the University Office of Counsel. A written
management plan outlining measures to insure the integrity of the academic interaction and to protect
the interests of all parties must be filed with the cognizant dean and reviewed annually. The University
Intercessor is available for guidance in the creation of such a plan.
Management of Academic Relationships with Immediate Family Members
Close familial relationships may exist between faculty members and other members of the University,
for example when a faculty member’s child, person over whom the faculty member has legal
guardianship, spouse, or committed partner joins the University as a student or member of the faculty.
In any such case in which the faculty member may exercise academic authority over the other party,
unless there is an existing policy at the program level, a plan must be developed in consultation with
the cognizant department chair(s) detailing how any conflicts of interest will be managed. The plan
must be approved by the affected party, the faculty member, and the cognizant chair(s) and dean(s).
Related policies include: https://www.rochester.edu/working/hr/policies/pdfpolicies/121.pdf and
https://www.rochester.edu/working/hr/policies/pdfpolicies/106.pdf. Also refer to other handbooks as
developed (graduate handbook, post-doctoral handbook, undergraduate, etc.).
POLICY on INDUSTRY INTERACTIONS
An excerpt from the policy and guidelines:
“Purpose of Policy:
The purpose of this policy is to establish guidelines for interactions with Industry representatives for all
Personnel of the University of Rochester Medical Center and its Affiliates (collectively URMC).
Interactions with Industry occur in a variety of contexts, including marketing of new pharmaceutical
products, medical devices, equipment, and supplies on-site, on-site training for newly purchased
devices, educational support of medical students and trainees, and continuing medical education.
Faculty and trainees also participate in interactions with Industry off campus and in scholarly
publications. Many aspects of these interactions are positive and important for promoting the
educational, clinical and research missions of the Medical Center. However, these interactions must be
ethical and cannot create conflicts of interest or improper relationships that could endanger patient
safety, data integrity, the integrity of our education and training programs, or the reputation of either the
faculty member or the institution. In some situations, a conflict of interest or improper relationship could
violate certain federal or state anti-kickback laws. These laws impose severe civil and criminal penalties
upon institutions and individuals who request or receive anything of value (such as a gift, meal, trip or
payment) in exchange for a clinical or business referral.
Statement of Policy:
It is the policy of URMC to adhere to the highest ethical standards and legal requirements, to avoid
conflicts of interest, improper relationships and other interactions with Industry that may suggest the
appearance of a conflict of interest or an improper relationship. Individuals must consciously and
actively divorce clinical care decisions from any perceived or actual benefits expected from any
company. It is unacceptable for patient care decisions to be influenced by the possibility of personal
financial gain. When conflicts of interest do arise, they must be addressed appropriately.”
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The entire policy and guidelines can be found at:
https://www.urmc.rochester.edu/MediaLibraries/URMCMedia/quality/documents/Industry-Interactions-
Policy-Updated.pdf
MEDICAL STUDENT HONOR CODE
Definition and Purpose
The Honor Code at the University of Rochester School of Medicine and Dentistry requires students to
conduct themselves with honor in all aspects of their lives as physicians-in-training. By granting great
responsibility, the Honor Code fosters an environment of freedom and trust. By accepting an offer of
admission at the University of Rochester School of Medicine and Dentistry, each student commits to
adhere to our Honor Code.
The Honor Code is not a set of rules, but rather an articulation of principles that emphasize our common
commitment to engage with one another in order to serve our patients while balancing personal freedom
with professional standards. Specific Expectations of Medical Students are outlined below and in the
University of Rochester School of Medicine and Dentistry Student Handbook. The Honor Code
articulates our values and the Bylaws define the process for how we hold each other accountable for
our words and actions so that we foster a culture of respectful response.
The Honor Code
We commit ourselves to be honest, respectful, and to conduct ourselves with integrity in all interactions
with patients, their families, faculty, and other health professionals. As students and physicians, we
recognize our role as ambassadors for our institution and the field of medicine. We will respect the spirit
of academic integrity in research and collaborative scholarly work. We accept responsibility to both
shape and adhere to this ethical code in our words and actions.
The medical profession requires mutual responsibility and mutual understanding. Potential ethical
violations require each of us to initiate a respectful, constructive dialogue with that person in our
community who might have a different understanding of our shared principles. Achieving a common
understanding does not necessarily require agreement. Helping our colleagues see and address ethical
challenges is central to our profession. This code and the Honor Board hearing process are to be used
as a formative framework, realizing that the difficult task of professional feedback may be less
structured after medical school. The Honor Board hearing and ruling are meant to facilitate a restorative
process in the spirit of Meliora. We recognize how difficult approaching another about his or her actions
can be, and this code is designed to support us in holding each other accountable. Failure to ensure
a report is completed when necessary is itself a violation of our code.
We come together in service to our patients, colleagues, and community. In the framework of the
biopsychosocial model, we acknowledge that our patients, and all people, are more than their ailments.
We share a belief that challenges are better faced together than alone, and that disclosing mistakes is
as important as teaching solutions. We hope to recognize when our knowledge and/or experience is
inadequate, and we will seek consultation and supervision at those times.
The value of our beliefs lies in our commitment to live them out through our actions. Recalling the
privileged contract we have made with society, we dedicate ourselves as physicians to be advocates
for our patients and agents of social justice, realizing at times that this may require putting their interests
ahead of our own. We will practice medicine with introspection, embracing our limitations as
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opportunities for growth in knowledge and ability. As we mature in our understanding of medicine, we
will strive to be innovative leaders and teachers of the next generation.
In the spirit of Meliora, we will live by this code in the hope that we may find renewed energy and
commitment to our beliefs and purpose.
Expectations of Medical Students:
(Source: Taken from Recommendations and Guidelines for Students from the AAMC Organization of
Student Representatives and amended by the Medical School Advisory Council)
A student shall be dedicated to providing competent medical service with compassion and respect for
human dignity.
Nondiscrimination: It is unethical for a student to refuse to participate in the care of a person based on
that person’s race, religion, ethnicity, socioeconomic status, gender, age, or sexual orientation and/or
perceived lifestyle choices. It is also unethical to refuse to participate in the care of a patient solely
because of medical risk, or perceived risk, to the student. It is not, however, unethical for the pregnant
student to refuse to participate in activities that pose a significant risk to her fetus. Essential components
of the educational requirements for University of Rochester medical students include: practicing under
supervision, evaluating, counseling and referring assigned patients. Consequently, while students are
required to evaluate, counsel and refer all assigned patients, they retain the option, via the prevailing
process, to opt out of select procedures in non-emergency settings due to conscientious objections.
(Updated, May 17, 2016)
Confidentiality: The patient’s right to confidentiality is a fundamental tenet of medical care. The
discussion of problems or diagnoses of a patient by professional staff/medical students in public violates
patient confidentiality and is unethical.
Professional Demeanor: The student should be thoughtful and professional when interacting with
colleagues, patients and their families. Unprofessional behavior includes the use of offensive language,
gestures, or remarks with sexual overtones. Students should maintain a neat and clean appearance,
and dress in attire that is generally accepted as professional by the patient population served. Under
pressure of fatigue, professional stress, or personal problems, students should strive to maintain
composure or to remove themselves from the situation when appropriate. The student should seek
supportive services when appropriate.
Misrepresentation: A student should accurately represent himself or herself to patients and others on
the medical teams or elsewhere. Students should never introduce or portray themselves as “Doctor” as
this is clearly a misrepresentation of the student’s position, knowledge, and authority.
Honesty: Students are expected to demonstrate honesty and integrity in all aspects of their education
and in their interactions with patients, staff, faculty, and colleagues. They may not cheat, plagiarize, or
assist others in the commission of these acts. Students must assure the accuracy and completeness
of his or her part of the medical record and must make a good-faith effort to provide the best possible
patient care. Students must be willing to admit errors and not knowingly mislead others or promote
themselves at the patient’s expense.
Patient and Student Safety: The medical school is committed to the safety of students and patients in
the clinical experiences. Clerkship directors with input from faculty in a given department or
departments will define the level of responsibility medical students should have in the clinical setting.
This level of responsibility provided by supervising faculty and residents is based on factors including
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but not limited to: complexity of patient care or activity; potential for untoward effects; level of student
training; demonstrated competency, maturity and responsibility of the individual student. Students who
feel they do not possess the appropriate knowledge, skills or attitudes to provide care in a specific
clinical situation or environment are expected to share this immediately with their supervising faculty or
resident and their level of responsibility appropriately modified. In the unlikely event that residents or
faulty are not available, the student should contact the clerkship director, elective director, or medical
school administration for assistance and guidance. Students should also seek advice from clerkship
directors and their Advisory Dean about how they might develop the knowledge, skills, and attitudes to
fully participate at the level expected of a medical student at that level of training.
Conflict of Interests: When a conflict of interest arises, the welfare of the patient must at all times be
paramount. A student may challenge or refuse to comply with a directive if its implementation would be
antithetical their own ethical principles, when such action does not compromise patient welfare Gifts,
hospitality, or subsidies offered by medical equipment, pharmaceutical, or other manufacturers or
distributors should not be accepted if acceptance would influence the objectivity of clinical judgment.
Student interactions with commercial interests should conform to the American Medical Association
(AMA) guidelines (See policies for Opting out of Educational Experiences due to Conscientious
Objections and the Industry Interactions Policy in the student handbook).
Sexual Misconduct: The student will not engage in romantic, sexual, or other nonprofessional
relationships with a patient, even at the apparent request of a patient, while the student is involved with
the patient’s care. The student is not expected to tolerate inappropriate sexual behavior on the part of
other medical personnel or patients.
Impairment: The student will not use alcohol or drugs in a manner that could compromise patient care.
It is the responsibility of every student to protect the public from an impaired colleague and to reach out
to a colleague whose capability is impaired. The student is obligated to report persons of the health
care team whose behavior exhibits impairment or lack of professional conduct or competence, or who
engage in fraud or deception. Such reports must conform to established institutional policies. At the
University of Rochester, students should contact their Advisory Dean or the Committee on Physicians'
Health of the Medical Society of the State of New York.
Criticism of Colleagues: Professional relations among all members of the medical community should
be marked with civility. Thus, scholarly contributions should be acknowledged, slanderous comments
and acts should be avoided, and each person should recognize and facilitate the contributions of others
to the community. The medical student will deal with members of the health team and all others in a
cooperative and considerate manner. Concerns about the conduct of other members of the health care
team should be reported through appropriate supervisory and regulatory channels.
Research: The basic principle underlying all research is honesty. Scientists have a responsibility to
provide research results of high quality; to gather facts meticulously, to keep impeccable records of
work done; to interpret results realistically, not forcing them into preconceived molds or models; and to
report new knowledge through appropriate channels. Co-authors of research reports must be well
enough acquainted with the work of their coworkers that they can personally vouch for the integrity of
the study and validity of the findings, and must have been active in the research itself. Plagiarism is
unethical. To consciously incorporate the words of others, either verbatim, or through paraphrasing,
without appropriate acknowledgment is unacceptable in scientific literature.
Evaluation: Students should seek feedback and actively participate in the process of evaluating their
teachers (faculty as well as house staff). Students are expected to respond to constructive criticism by
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appropriate modification of their behavior. When evaluating faculty performance, students are obliged
to provide prompt, constructive comments. Evaluations may not include disparaging remarks, offensive
language, or personal attacks, and should maintain the same considerate, professional tone expected
of faculty when they evaluate student performance.
Teaching: The very title “Doctor” – from the Latin docere, “to teach” – implies a responsibility to share
knowledge and information with colleagues and patients. It is incumbent upon those entering the
profession to teach what they know of the science, art, and ethics of medicine to patients and other
members of the medical community.
Responsibility to the profession: Students are expected to behave in such a fashion as to bring honor
upon the profession.
Violation of any of these expectations, whether at the Medical Center or elsewhere, will be grounds for
a referral to the Honor Board.
Students, by entering the University of Rochester, agree to follow the terms of the Honor Code
Disclaimer
The Honor Code exists in conjunction with other University, School of Medicine and Dentistry, and
regulatory policies. The Honor Code is not in lieu of, nor does it replace or supersede existing
University, School of Medicine and Dentistry, and/or regulatory policies and procedures. In addition,
the Medical Student Promotions and Review Board (MSPRB) retains the right to review
professionalism, behavioral and other student cases directly, (independent of the Honor Code process)
where health and safety concerns exist and in instances, determined by the MSPRB, to be egregious
violations of the Medical School’s professionalism standards.
Honor Board Composition
Definition
4. The University of Rochester School of Medicine and Dentistry Honor Board is a group of peer
elected students and appointed residents and faculty that work to assist our community in the
interpretation and implementation of the Honor Code.
Purpose
1. Educate the community regarding ethics and professionalism in medicine;
2. Be available as consultants to develop curricula relating to professional conduct;
3. Help facilitate respectful response between students and other members of our medical
community regarding possible Honor Code violations
4. Investigate and evaluate all reports of potential violations of the Honor Code while maintaining
due process for students, determine whether they require disciplinary or educational
interventions, and recommend appropriate consequences for the parties involved in Honor Code
transgressions to the Medical Student Promotions and Review Board.
Membership, Chairs, and Terms
1. The first, second, third, and fourth year classes as well as the MD/PhD students shall each elect
two representatives to the Honor Board.
a. Students will be elected during their first year by their classmates and will serve until April
30 of Phase 1
b. Elections will be held in April of Phase 1 (term effective May 1) for a three-year term
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c. The student Honor Board representatives are members of their respective Class Councils
but do not have voting privileges therein.
d. A special election will be held by the student Board member’s class in the event of a
student Board member’s resignation, change in class membership, prolonged absence
or removal from the Honor Board
2. The MD/PhD students will be elected at their yearly retreat. Two members of the MD/PhD
program will serve during their laboratory years in a staggered fashion. Each MD/PhD
representative will serve a two year term. These terms will overlap such that one student
is elected each year.
3. Two residents or fellows from University of Rochester Medical Center residency or fellowship
programs will be selected by the Senior Associate Dean for Medical Student Education; each
will serve a three-year term or until the residency or fellowship is completed.
4. Four members of the faculty will serve staggered three-year terms and will be appointed by the
Senior Associate Dean for Medical Student Education. There will be no term limit. They will
include representatives from both the basic sciences and clinical medicine.
a. After serving three years, a voting faculty member can be reappointed for another three-
year term or be appointed to serve three years as an alternate faculty Honor Board
member, when a quorum of voting members will not be available. When a former faculty
Honor Board member is not available to be an alternate, in consultation with the Senior
Associate Dean for Medical Student Education, the faculty Co-chair will identify a member
of the faculty to service as an alternate. Alternates are invited but not required to attend
all scheduled meetings, but would be provided all background information if participating
in a voting session.
b. The Senior Associate Dean for Medical Student Education will select a faculty member
replacement in the event of a faculty Board member’s resignation, prolonged absence or
removal from the Honor Board.
5. The Honor Board will have Co-chairs (one faculty and 1-2 students).
a. The faculty Co-chair will be appointed by the Senior Associate Dean for Medical Student
Education and serve a two-year term. There will be no term limit.
b. The student Co-chair(s) will be selected, for a one-year term, by the student Honor Board
members, from members who have served at least two years on the Honor Board. There
will be no term limit. The student Co-chair(s) will be chosen during the spring of each year
(with a May 1 effective date) to ensure that a student Co-chair is always in place.
6. Past members may serve as ex-officio members of the Board if they are students in good
standing and lost their representative position through a change in class membership. Ex-officio
status requires Board approval by simple majority vote of a quorum. An ex-officio member may
participate in Board proceedings but does not have voting privileges. The ex-officio member is
not required to attend all Board meetings and his/her/their presence is not counted towards
quorum.
7. The Advisory Dean of a student under review may serve as an ex officio member of the Honor
Board.
Regular Honor Board Meetings
1. The Board shall meet not less than quarterly through the academic year. Additional meetings
may be called at the direction of the Co-Chairs.
2. A summary report of Honor Board activity may be submitted periodically to the MSPRB.
However, this summary report will not provide specific information regarding students, cases,
etc.
3. A quorum must be present when voting occurs.
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4. Procedures to Avoid the Impact of Conflicts of Interest:
The SMD policy and procedures to avoid the impact of conflicts of interest will be included on
the agenda of all Honor Board case review meetings. The voting members will be reminded that
their eligibility to participate in a discussion or vote is a result of no known conflicts of interest
(refer to the Conflict of Interest Policy in the student handbook).
Educational Efforts of the Honor Board
The Board will hold educational meetings at least twice each year. Matters surrounding student ethics
will be discussed and exemplary case studies will be reviewed, in such a fashion as to maintain strict
anonymity. In addition, an introduction to the Honor Board will be part of the first year orientation.
Definitions:
Quorum
1. A quorum requires the presence of at least eight Honor Board members that include at least one
representative from three separate student classes and at least two faculty members.
NOTE: Conflict/Confluence of Interest: Honor board members will recuse themselves from any
discussion or vote relating to a matter where there is a potential for or the existence of
a conflict/confluence of interest. These members will not be counted toward a quorum.
Supermajority
1. Defined as at least 2/3 of a voting quorum in attendance:
a. If 8 or 9 members are present 6 votes will be needed
b. If 10 members are present 7 votes will be needed
c. If 11 or 12 members are present 8 votes will be needed
d. If 13 members are present 9 votes will be needed
e. If 14 or 15 members are present 10 votes will be needed
f. If 16 members are present 11 votes will be needed
A finding of honor code violation requires a supermajority result from a quorum vote.
Bylaws:
Respectful Response and Reporting
1. Any faculty member, staff member, student, or community member who observes a potential
violation of the Honor Code is obligated to report it to the Honor Board or the Honor Board’s
proxy in the Office of Medical Education (Michelle Knotowicz or OME Advisory Deans). The
reporter is required to discuss the infraction with the person who committed the possible violation
while also reporting the matter to a member of the Honor Board. The exception to this is if there
is reason to fear for the personal safety of the reporter, wherein confrontation of the offender
would not be prudent. Failure to respond to and report an observed transgression is itself a
violation of the Honor Code.
2. Notifying the Honor Board can occur in-person, by telephone or through electronic means to an
individual Honor Board member or to the Honor Board proxy in the Office of Medical Education.
3. Submitting a report to the Honor Board can be stressful given the potential results from such a
report. However, anonymous reporting will not be permitted because it will impede a proper
investigation and students must acknowledge responsibility for following the Honor Code.
Consequently, an anonymous report will not be reviewed by the Honor Board. Note: The Honor
Board reserves the right to alert appropriate institutional officials (for example, UR Security,
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MSPRB, Advisory Deans) about alleged egregious and/or life threatening anonymous
allegations.
Review
1. Preliminary review of the matter will be conducted by the Co-chairs, or their designee, of the
Honor Board within five days (when school is in session). They will make an initial determination
regarding the case. The Co-chairs have the discretion to refer the review of a case directly to
the MSPRB. Determinations will include:
a. Full review by the Honor Board;
b. No Honor Code / Honor Board issue;
c. Issue more properly handled by others (for example UR Security, MSPRB or the Dean’s
office).
2. In the event that it is decided that the case warrants full review by the Honor Board, a review
with a quorum of Honor Board members will be held within three weeks of the complaint. If a
simple majority of that quorum finds that there is a reasonable basis to pursue the issue, the
Board will select two members (one student and one faculty) to serve as co-investigators.
3. Under ordinary circumstances, the investigation will be completed and a hearing with an Honor
Board quorum will be held within four weeks. The accused student will be given any reasonable
chance to submit written and oral comments to the investigators prior to the meeting.
4. If a case is not investigated, then a de-identified summary of the case will be archived. Copies
of the record will not be provided to others except for educational purposes.
Hearing
1. The accused student will come to the hearing to discuss the case and answer any questions.
The student may have an advisor, but an attorney is not allowed. The result of the investigation
will be presented, including the results from witness interviews.
2. For all Honor Board meetings where cases are reviewed, a quorum of all voting members must
be present. Meetings where cases are discussed are closed to the public, but guests may be
invited.
Ruling and Recommendations
The requisite standard of proof will be a preponderance of evidence. There are two possible Honor
Board rulings.
1. The Board may determine that a violation was found.
a. A finding of a code violation by the Honor Board requires the affirmative vote of a
supermajority of the quorum.
b. If there is a finding of a violation, then the Honor Board will suggest a response, which
also has to be affirmed by a supermajority. The responses could include, but are not
limited to; educational assignments that will help others avoid similar mistakes, Advisory
Status, remediation, probation, forced leave of absence, or expulsion. The complete case
will then be forwarded to the MSPRB for final review and determination. The report will
include a summary of the evidence and a rationale for the recommendations.
2. The Board may determine that a violation was unsubstantiated and the case is closed, though
representatives can continue to facilitate necessary reconciliation between members of our
community.
Record Keeping at the Honor Board
Record keeping is important so as to identify trends that require intervention such as educational
programs and to create an institutional memory of the Honor Board. As a result, records will be kept in
one of three forms. First, if a case is not investigated, then a blinded summary of the case will be kept
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for the files. Copies of the record will not be provided to others except for educational purposes. Second,
if a case is investigated but no violations are determined, the full case records are kept until the involved
parties graduate from the School of Medicine and Dentistry. Then, a blinded summary will be created
and archived. Copies of the full records will not be provided to others outside the Honor Board and
copies of the blinded summary will not be provided to others except for educational purposes. Third, if
a case is investigated and violations are found, then the case records will be forwarded to the MSPRB.
Process
Procedure for Amending the Medical Student Honor Code and curric
Guiding principles and procedural outline:
● Any honor board member, medical student in good standing, faculty member, or resident in good
standing may propose amendments to the Honor Code in writing to an honor board member.
Proposers shall address the perceived shortcoming in the Code and describe anticipated outcomes
should their proposal be ratified. If there are open Honor Board cases related to proposed
amendments, action on the amendments will be deferred until the cases are closed.
● Any person proposing an Honor Code amendment is invited to participate in the discussion and
modification process. However, only the honor board members will be called to consensus on an
amendment draft.
● Honor board members are obligated to notify the honor board of any and all amendments proposed
to them and to facilitate bringing the proposals to the board for consideration. The initial proposer’s
identity shall remain anonymous to the student body.
● Proposed amendments
1
will be discussed at the next regularly scheduled honor board meeting, but
may only be discussed once case business has been completed. Consideration of amendments may
not take priority over honor board cases.
1
Temporal relationship of amendment definitions; proposed
amendment -->amendment draft--> ratified amendment
● The honor board member to whom the proposal was originally brought shall oversee the discussion
to ensure fair consideration.
● Discussion of the amendment by the honor board members must address the perceived shortcoming
in the code and whether the proposed change is consistent with the intended spirit of the Honor Code.
● Amendments shall be ratified or denied through the process of consensus decision-making.
Consensus is achieved when all participants agree to accept or reject a proposed amendment though
it may not be the ideal solution for each individual. Consensus decision-making is collaborative,
fosters teamwork, and creates opportunities for the middle road. A consensus allows improvement
that might otherwise be blocked by lack of compromise.
● The consensus process requires quorum of at least eight honor board members, two of whom must
be faculty members.
● The consensus process is as follows;
a. discuss the proposed amendment
b. formulate an amendment draft
c. call for consensus
d. identify and address concerns
e. modify the amendment draft to account for concerns
f. repeat steps c, d, e, and f until consensus is reached.
● If the group cannot modify the amendment draft in a way such that there is unanimous consent, the
consensus process allows for the following three forms of dissent;
a. Declare reservations on record, explaining their significant concern but still consenting to the
amendment.
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b. Stand aside: A member may stand aside if that person has a serious personal disagreement
with the amendment draft and does not want to be part of the consensus. However, this member
is willing to let the group reach consensus by removing herself from the decision-making body
without impeding that body from achieving consensus.
c. Block: A consensus may be blocked by any honor board member only if the dissenter feels that
the amendment draft endangers the foundations of the honor system or violates the mission of
the honor board. A block prevents the proposed amendment from moving forward but it may
continue to be discussed.
● If consensus can be reached, the amendment draft is thus approved by the honor board and will then
be subject to review by the Senior Associate Dean for Medical Student Education. If concerns are
raised, the amendment will be sent back to the honor board for reconsideration.
● If the Senior Associate Dean approves the amendment draft, it will be presented to the students, chief
residents, instruction committees, and residency program directors for a general comment period of
one week. The means of presentation to and collecting comments from each group will be determined
by the representatives for each group. The groups are MS1, MS2, MS3, MS4, MSTP students, and
teaching faculty (instruction committees, residency program directors, and chief residents).
● If there are no public comments, the new Honor Code amendment is considered ratified and becomes
effective immediately. If there are comments, they will be circulated among all honor board members,
who will determine whether the comments warrant changes to the amendment draft. To maintain
transparency, the records of this circulation will be inserted into the minutes at the next scheduled
meeting.
● If substantive changes may be required based on public comments, the amendment draft will repeat
the consensus process above at the next scheduled honor board meeting once case business has
been completed.
● All substantive changes to the Honor Code will use the above process.
Honor Board Members:
Name
Position, Title
Caroline Quill, MD
Chair, Assistant Professor of Medicine
Denzil Harris, MD
Co-Chair, Fellow, Hospice and Pallative Medicine
Scott Liebman, MD, MPH
Professor, Department of Medicine, Nephrology
Aaron Weaver, MD
Assistant Professor, Emergency Medicine
Brad Turner, MD
Associate Professor, Pathology
Camille Corre, MD
Child Neurology Resident
Matthew Lambrych, MD
Emergency Medicine Resident
Shu Yi Chen
Class of 2028
Samantha Scavron
Class of 2028
Ferda Tan
Class of 2027
Raviraj Rege
Class of 2027
Jag Lally
Class of 2026
Michaela Malin
Class of 2026
Brooke Jones
Class of 2025
Julia Schlossman
Class of 2025
Thomas Delgado
MSTP
Sarah Sandkuhler
MSTP
119 | Page
Process of the Honor Board Reporting and Investigation
Created: February 2004.
Modified: January 2006, June 2007, February 15, 2008, July 2, 2008, August 28, 2008, March 2009; April 2009, May 27,
2009, July 29, 2009, January 5, 2010, August 2, 2010, March 2012, and October 20, 2014, April 2018
Ratified: January 2015, May 2016, April 2018
(Approved: February 2004; Amended in January 2006, February 2008, March 2009; April 2009, July 29 2009, January 5,
2010, August 2, 2010, March 2012, October 2014, January 2015, May 2018)
Unsubstantiated
To Chair & Co-Chair,
or their Designee,
for Review
INTAKE
Community
Staff
Students
MSPRB/Dea
Faculty
Initial Ruling
No Action
Required
Better Handled
By Other Group
Full Review
Review at
Regular Honor
Board Mtg.
Refer Out
Honor Board Mtg.
(within 3 weeks)
Review at
Regular Honor
Investigators Selected
(1 Student/1 Faculty)
Investigate
Honor Board
Review
Close
Case
Finding
Vote on
Recommended
Sanction
MSPRB Referral
Notify the
Advisory
Dean of the
A d S d
120 | Page
PLAGIARISM
The following information is provided to assist students in understanding the parameters used in
defining plagiarism.
Students are sometimes uncertain about what constitutes misuse of another person's expressed ideas.
This statement is designed to explain the limits normally used to define plagiarism.
• Plagiarism is literary theft, intentional or unintentional. It is the use of a unique idea or phrase
which does not originate with the user, without proper acknowledgment of the source.
• In written papers, due credit to the original source of major or unique ideas (i.e., ideas which
you could not and did not arrive at by yourself) must be given in the form of footnotes or clear
allusions at the proper places in the paper itself. These precise indications of source must be
given whether the material is paraphrased or quoted directly. An appended bibliography only
is insufficient acknowledgment.
• Quotation marks must enclose all direct quotations even though the quoted material is no more
than occasional phrases interspersed with original observations.
• Illegitimate use of written material or the obtaining of information from other students while an
examination is in progress constitutes plagiarism.
Source: Department of English, University of Rochester
Plagiarism Guidelines for Clinical Experiences:
• Copying text from another person’s note into a student’s own note (except as noted below) is
plagiarism. This applies to all elements of the clinical note (i.e. history, exam, assessment,
and plan).
• In some instances, it may be appropriate to utilize chart review and integrate important
background information into the history. In this case, the original source of the background
information should be clearly noted.
• Please refer to specifics about electronic medical record documentation policy for medical
students in the Student Handbook.
Approved by the Curriculum Steering Committee October 31, 2023
REPORTING DISRUPTIVE EVENTS AT STRONG MEMORIAL HOSPITAL (SMH)
From SMH Management Team:
The Joint Commission standard (LD.03.01.01) states, in part: “Disruptive events can be harmful to
patient care. Leaders (will) provide education that focuses on safety and quality for all individuals and
create a process for managing disruptive events.”
To access the Event Reporting system (RL Solutions):
• from the URMC Intranet home page, go to the 'Providers' page
then click on ‘Events Reporting (ERS)’ on the lower left side bar.
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There are several options on that site for training, answers to frequently asked questions, events that
must be reported, etc.
You can also access the site by this link:
http://intranet.urmc-sh.rochester.edu/Providers/systems/ERS/index.asp
(January 26, 2010, updated January 19, 2015)
VISITOR ATTENDANCE POLICY
Purpose: The primary purpose of our classes, PBL’s, clerkships or other educational sessions is the
education of our students. While the school welcomes appropriately registered and/or authorized
visitors (see guidelines below), auditors, children and pets are not permitted in classes, PBL’s,
clerkships or other educational sessions.
Policy:
• The confidentiality of patients whose clinical material may be presented to the class must be
preserved. Visitors may not attend any class where clinical material which could lead to the
identification of a patient will be presented. Visitors are not be permitted to take examinations
or participate in the Comprehensive Assessment.
• Advanced permission via e-mail correspondence must always be sought from faculty
presenters before any visitor can attend class. Permission for eligible visitors may be granted
with the exception of sessions where identifiable clinical material will be presented.
• Visitors must not distract students. Visitors who have the potential for distraction will not be
allowed. (Effective September 25, 2007)
VIII. GUIDELINES FOR THE POLICIES, PROCEDURES AND REPORTING
MECHANISM FOR THE MISTREATMENT OF MEDICAL STUDENTS
POLICIES FOR AN OPTIMAL LEARNING ENVIRONMENT
The University is committed to maintaining a workplace and academic environment free from
discrimination and harassment. In support of its vision and values and commitment to equality of
opportunity, the University set forth Policy 100: Workplace Values and Equal Opportunity Policy.
(https://www.rochester.edu/policies/policy/workplace-values/). Policy 100 applies to all members of
the university community.
Policies Governing a respectful community and the treatment of all students
In addition, URSMD is also governed by 3 policies that add support to the University’s Policy 100
.
1. The AAMC Policy Statement
Reaffirming Institutional Standards of Behavior in the Learning Environment
The medical learning environment is expected to facilitate students' acquisition of the professional
and collegial attitudes necessary for effective, caring and compassionate health care. The
development and nurturing of these attitudes is enhanced and, indeed, based on the presence of
mutual respect between teacher and learner. Characteristics of this respect is the expectation that
all participants in the educational program assume their responsibilities in a manner that enriches
the quality of the learning process.
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While these goals are primary to a school's educational mission, it must be acknowledged that the
social and behavioral diversity of students, faculty, residents, and staff, combined with the intensity
of the interactions between them, will, from time to time, lead to alleged, perceived or real incidents
of inappropriate behavior or mistreatment of individuals. Examples of mistreatment include sexual
harassment; discrimination or harassment based on race, religion, ethnicity, gender, sexual
orientation, physical handicap or age; humiliation, psychological or physical punishment and the
use of grading and other forms of assessment in a punitive manner. The occurrence, either
intentional or unintentional, of such incidents results in a disruption of the spirit of learning and a
breach in the integrity and trust between teacher and learner.
The ACGME Modified Policy
The Policy to Assure a Professional and Respectful Learning Environment
2. University of Rochester School of Medicine and Dentistry Teacher-Learner Policy
Modified from ACGME “Compact between Resident Physicians and `Their Teachers”
To meet their educational goals and the medical school’s objectives, medical students must
participate actively in the care of patients and must assume progressively more responsibility for
that care as they advance through their training. In supervising medical students, faculty, residents
and other students must ensure that medical students acquire the knowledge and skills while
demonstrating the appropriate attitudes in each required and elective component of the curriculum.
Throughout this process, teachers and learners must adhere to the highest standards of quality and
safety in the delivery of patient care services. Teachers are expected to nurture the values and
behaviors that strengthen the doctor-patient relationship, demonstrate the Biopsychosocial
approach and sustain the profession of medicine as an ethical enterprise.
All teachers must be committed to maintaining high standards of educational quality. A medical
student’s educational needs should be the primary determinant of any assigned patient care
services. Medical students must be mindful that they have responsibilities to their patients and these
always take priority over purely educational considerations.
Medical students must learn in clinical settings epitomizing the highest standards of medical
practice. Indeed, the primary obligations of institutions and individuals providing medical student
education is the provision of high quality, safe patient care in a respectful and professional learning
environment. Teachers accept an obligation to ensure high quality medical care in all learning
environments.
Medical students are especially vulnerable and their well-being must be accorded the highest
priority. Given the uncommon stresses inherent in fulfilling the demands of their education program,
medical students must be allowed sufficient opportunities to meet personal and family obligations,
to pursue recreational activities, and to obtain adequate rest. This is accomplished through the
adherence to medical school policies on duty hours.
Obligations of Teachers:
1. As role models for our medical students, we will maintain the highest standards of care, respect
the needs and expectations of patients, and embrace the contributions of all members of the
healthcare team.
2. We pledge our utmost effort to ensure that all components of the educational program for
medical students are of high quality, including our own contributions as teachers.
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3. In fulfilling our responsibility to nurture both the intellectual and the personal development of
medical students, we commit to fostering academic excellence, exemplary professionalism, cultural
sensitivity, and a commitment to maintaining competence through life-long learning.
4. We will demonstrate respect for all medical students, residents and faculty as individuals, without
regard to gender, race, national origin, religion, disability or sexual orientation; and we will cultivate
a culture of tolerance among the entire staff.
5. We will do our utmost to ensure that medical students have opportunities to participate in patient
care activities of sufficient variety and with sufficient frequency to achieve the competencies
required by their chosen discipline.
6. We will provide medical students with opportunities to exercise graded, progressive
responsibility for the care of patients to meet the education program objectives. We will do our
utmost to prepare and include medical students to function effectively as members of healthcare
teams.
7. In fulfilling the essential responsibility we have to our patients, we will ensure that medical
students receive appropriate supervision for all of the care they provide during their training.
8. We will evaluate each medical student’s performance on a regular basis, provide appropriate
verbal and written feedback, and document our assessment.
Obligations of Medical Students:
1. We acknowledge the fundamental obligation of physicians—to place patients’ welfare
uppermost; quality health care and patient safety will always be our prime objectives.
2. We will put forth our utmost effort to acquire the knowledge, clinical skills, attitudes and behaviors
required to fulfill all objectives of the educational program and to achieve the competencies deemed
appropriate for each component of the medical school curriculum.
3. We embrace the professional values of honesty, compassion, integrity, and dependability.
4. We will adhere to the highest standards of the medical profession and pledge to conduct
ourselves accordingly in all of our interactions. We will demonstrate respect for all patients and
members of the health care team without regard to gender, race, national origin, religion, economic
status, disability or sexual orientation.
5. We learn most from being involved in the direct care of patients and from the guidance of
residents and faculty and other members of the healthcare team. We understand the need for
supervision of our work with patients.
6. We accept our obligation to secure direct assistance from faculty or residents whenever we are
confronted with situations or clinical decisions that exceed our confidence or skill to handle alone
as outlined in the Medical Student Honor Code / Patient and Student Safety. Students should seek
consultation and supervision whenever their participation in the care of a patient may be
inadequate because of lack of knowledge and/or experience.
124 | Page
7. We welcome candid and constructive feedback from faculty, residents, peers and members of
the health care team who observe our performance, recognizing that objective assessments are
indispensable guides to improving our skills.
8. We also will provide candid and constructive feedback on the performance of our fellow students,
of residents, and of faculty, recognizing the life-long obligation of physicians to participate in peer
evaluation and quality improvement.
*Although all student evaluations are confidential, a process exists to allow select personnel (e.g.,
URSMD MedHub Administrator) to identify the student author of an evaluation that contains
unprofessional or concerning comments. This process, however, would occur only in severe
circumstances or when the comment violates the student honor code. Specifically, if a written
evaluation is found to contain unprofessional or concerning comments (e.g., intentionally
denigrates an individual without constructive information; raises concerns regarding the welfare of
a student or another individual) then this evaluation will be reviewed, with the author remaining
anonymous, by SMD Leadership to determine whether the evaluation warrants removal.
Reviewers will include administrators from the Office of Curriculum and Assessment and select
faculty from the Instruction Committees who are not directly related to the evaluation content. If
evaluation content is removed, the Office of Curriculum and Assessment’s MedHub Administrator
will identify the author to arrange a meeting. The Associate Dean for Student Affairs may be
involved in this meeting. Following the meeting, 1) the issue may be considered addressed; 2) the
student may be referred to the Honor Board; or 3) the student may be referred to the Medical
School Promotions and Review Board (MSPRB). This decision will be made by the Associate
Dean for Student Affairs. Repeat offenses: If a student authors evaluation content that is required
to be removed after an initial meeting and discussion, the school’s response will automatically
include referral to either the Honor Board or the MSPRB.
9. We recognize the rapid pace of change in medical knowledge and the consequent need to
prepare ourselves to maintain our expertise and competency throughout our professional lifetimes.
3. Guidelines to Assure a Professional and Respectful Learning Environment
University of Rochester Medical Center ICARE Values:
The University of Rochester Medical Center’s (URMC) culture is steeped in its values – Integrity,
Inclusion, Compassion, Accountability, Respect and Excellence (ICARE). These values apply to all
members of the URMC community – faculty, students, and staff – in all missions of the medical
center: education, research, clinical care and community. A respectful and professional learning
environment is an important reflection of our ICARE values.
The medical school has adopted the ICARE values as the professional behaviors of the medical
students.
Learning Environment:
The URMC learning environment is committed to facilitating students’ and trainees’ acquisition of
the professional and collegial attitudes necessary for effective, successful careers in research,
teaching, and clinical care. The development and nurturing of these attitudes is enhanced and
based on the presence of mutual respect among all members of our learning community.
125 | Page
Characteristics of this mutual respect include the expectation that all participants in an educational
program assume their responsibilities in a manner that enriches the quality of the learning process,
supports a spirit of inquiry, and values diversity of opinion.
Members of our learning community include all individuals educated in undergraduate, graduate,
doctoral and post-doctoral programs at the University and the medical center as well as those
learners from other institutions training at URMC. Faculty include all faculty, employed and
volunteer, who participate in the education of learners and contribute to the learning environment.
Staff include all employed staff or volunteers at the University of Rochester.
URMC expects and requires learners, faculty, and staff to conduct themselves in a professional and
respectful manner while participating in any activity related to URMC. Inappropriate behavior that
negatively impacts URMC’s professional and respectful learning environment is prohibited.
Inappropriate behavior includes but is not limited to: sexual harassment; any discrimination or
harassment based on age, color, disability, domestic violence status, ethnicity, gender identity or
expression, genetic information, marital status, military/veteran status, national origin, race,
religion/creed, sex, sexual orientation, or any other status protected by law; humiliation; verbal,
psychological or physical punishment; and/or the use of grading and other forms of assessment in
a punitive manner. The intentional or unintentional occurrence of such behavior results in a
disruption of the spirit of learning and a breach in the integrity and trust among, and between,
learners, faculty, and staff.
Expectations and Responsibilities for All Learners, Faculty and Staff:
• Non-discrimination and non-harassment: to treat others and be treated consistent with the
institution’s commitment to maintaining a workplace and academic environment free from
unlawful discrimination and harassment.
• Collegiality: to cultivate and enjoy a welcoming environment in which to pursue research, clinical
care, teaching and professional activities.
• Respect: to be valued as an important member of the URMC community and to treat all others
with respect.
• Conflicts of interest: to receive appropriate instruction about conflicts of interest to avoid
situations where learners and educators are unable to do their jobs with the appropriate level
of impartiality.
• Policies: to be educated about and know how to access University of Rochester, medical center,
hospital and program-specific policies including, but not limited to, grievance processes and
disciplinary processes.
• Procedures: to receive and be aware of guidelines, policies and resources to report concerns
about the learning environment or behaviors of other learners, faculty, or staff, including but not
limited to reporting concerns regarding harassment or discrimination.
• Feedback: to be provided formative and summative information on performance at regular
intervals as well as ad hoc when necessary, consistent with the program’s procedures, to
provide clear guidance and expectations on performance. Additionally, provide feedback to all
in a productive, prompt manner as required by educational or institutional expectations.
• Design of instruction: to ensure equal access for learners with diverse backgrounds and abilities
to curricula, courses, learning activities, and academic support services.
• Assessment: to ensure valid and equitable measurement of learning through appropriate
measurement instruments.
• Confidentiality and Due Process: to ensure that identity is protected to the greatest extent
possible and due process received for any complaint or concern, as required by University
policy and legal requirements.
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POLICY AGAINST DISCRIMINATION AND HARASSMENT (PADH)
To protect all members of the University’s community against discrimination and harassment, the Office
of Equity and Inclusion has put forth the Policy on Discrimination and Harassment (PADH). The full
University Policy Against Discrimination and Harassment can be found at:
https://www.rochester.edu/policies/106-update-2022/
The University is governed by multiple state and federal laws that prohibit discrimination and
harassment based on various protected classes and the PADH is intended to comply with all of them.
However, harassment and discrimination that is sexual in nature has a parallel but separate process for
reporting concerns based on the federal/state regulations related to Title IX Policy.
EXAMPLES OF DISCRIMINATION AND HARASSMENT and DEFINITIONS
Examples of complaints or concerns considered by the medical school process to be
harassment and discrimination are noted below, (this is not an exhaustive list):
• Violations of Teacher-Learner Policy
• Medical Student Mistreatment
• Acts of Intolerance and Discrimination
• Retaliation
• Sexual Harassment
DISCRIMINATION AND HARASSMENT DEFINITIONS, POLICIES AND PROCESSES
The chart below describes types of discrimination and harassment based on membership in a
protected class and identifies applicable policies, resources, and reporting mechanisms.
Definitions
(see policies
for complete
definitions)
Sexual Misconduct and
Discrimination Based
on Sex
Harassment Based on
Protected Group
Discrimination Based on
Protected Group
Sexual misconduct can
include sexual assault
(rape, sexual battery, sexual
coercion, or sexual
violence), dating and
domestic violence, stalking,
and violence based on sex.
Discrimination based on sex
includes discrimination or
harassment based on sex
(including pregnancy),
sexual orientation, gender
identity or expression.
Sexual harassment can
include sexual misconduct,
unwelcome sexual
advances or requests for
sexual favors, or other
verbal or physical conduct
of a sexual or sex-based
nature.
Form of discrimination which
involves (1) unwelcome
verbal, written, physical, or
electronic conduct, (2)
intended to cause or which
could reasonably be expected
to cause an individual or group
to feel intimidated, demeaned,
abused, or fearful, or to have
concern for their personal
safety, (3) because of
membership in a protected
class. The conduct must be
sufficiently severe or
pervasive, and must
objectively and subjective
unreasonably interfere with an
individual’s work or equal
access to education or create
an intimidating, hostile, or
offensive work or academic
environment.
Discrimination is (1) any
conduct (2) that adversely
affects or impacts an
individual’s or group’s ability
to function and participate as
a member of the University
community
(3) because of their age,
color, disability, domestic
violence status, ethnicity,
gender identity or expression,
genetic information, marital
status, military/veteran status,
national origin, race,
religion/creed, sex, sexual
orientation, or any other
status protected by law, or
because of their perceived or
actual affiliation or association
with such individuals or
groups.
127 | Page
Examples
(see
policies
for
additional
examples)
Sexual harassment can
include:
• unnecessary touching,
patting, pinching or
brushing
• sexually degrading words or
gestures
• verbal sexual abuse or
harassment
• offensive sexual
graffiti, pictures or
cartoons
Degrading and derogatory
words, graffiti, pictures, jokes,
epithets, statements,
stereotyping verbal, visual or
written messages of
intimidation, unwanted
physical contact, comments
or threats based on
membership in a protected
group.
Exclusion from or denial of
access to services and/or
resources based on a person’s
membership in a protected
group.
Policies
applying to
allegations
against a
student
Student Sexual Misconduct
Policy
Policy 100
AAMC Policy
ACGME Modified Policy
ICare Policy
Policy 100
AAMC Policy
ACGME Modified Policy
ICare Policy
Policies
applying to
allegations
against
employees
(faculty,
staff,
resident,
postdoc)
Policy Against Discrimination,
Harassment and Discriminatory
Employment/Service Prac
tices
Policy Against Discrimination,
Harassment and Discriminatory
Employment/Service Prac
tices
Policy Against Discrimination,
Harassment and Discriminatory
Employment/Service Prac
tices
Processes
for
Reporting
Sex-based Proxy Report
Student
See Reporting Table Above
All other Employees
PADH Reporting link
Student
See Reporting Table Above
All other Employees
PADH Reporting link
Institutional
Resources
Stephen Burke
Deputy
Title IX Coordinator for
SMD
stephen.burke@
rochester.edu
Flavia Nobay, MD
David Lambert, MD
Advisory Deans
Honor Board
Flavia Nobay, MD
David Lambert, MD
Advisory Deans
Honor Board
Medical
Student
Specific
Links to
Resources
SMD Medical Student
SMD Medical Student
SMD Medical Student
MECHANISMS TO REPORT DISCRIMINATION, HARRASSMENT AND DISCRIMINATION OF A
NON-STUDENT
The reporting of concerns of discrimination and harassment related to faculty; staff; residents; fellows;
postdoctoral appointees; student employees; interns (paid or unpaid); volunteers; and to all visitors
(including patients, contractors, and vendors) to any University campus, facility and/or property, and
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to University sponsored activities and events, whether on University premises or not is done through
the PADH website uofr.us/padh-report .
MECHANISM IN WHICH TO FILE CONCERNS OF HARRASSMENT AND DISCRIMINATION
AGAINST A MEDICAL STUDENT
Concerns regarding discrimination and harassment against a medical student as reported by a
student or non-student has its own reporting process that is navigated through the Office of Medical
Education. This process is distinct from the PADH reporting process. This is true in ALL cases of
discrimination and harassment against a medical student with the exception of reporting any
harassment /discrimination that is sexual in nature. All concerns that are sexual in nature must go
through the Title IX Policy/process (see below)
For complaints of discrimination or harassment against a medical student, that are NOT related to
sexual harassment, abuse, assault or discrimination, reports must be made to the medical school’s
Offices for Medical Student Education. Once received, these concerns and complaints will be
addressed for appropriate action. The primary contact for all complaints that are related to
harassment and discrimination that are not sexual in nature is Flavia Nobay, MD. the Associate
Dean for Student Affairs. Additional resources to contacts are:
URSMD MD Program Contacts for Complaints Against Medical Students (not sexual in nature)
CONTACT
NAME
EMAIL
Senior Associate Dean for
Medical Education
David Lambert
David_lambert@urmc.rochester.edu
*Associate Dean for Student
Affairs
Flavia Nobay
Flavia_Nobay@urmc.rochester.edu
Advisory Deans
David Kaufmann
Cheryl Kodjo
Anne Nofziger
Erik Rueckmann
Lisa Vargish
David_Kaufman[email protected]ochester.edu
Cheryl_Kodjo@urmc.rochester.edu
Anne_Nofziger@urmc.rochester.edu
Erik_Rueckman[email protected]ochester.edu
Lisa_Vargish@urmc.rochester.edu
Honor Board
• Class Honor
Board
Representative
• Chair of Honor
Board
Incidents of mistreatment related to sexual discrimination, sexual misconduct, sexual
harassment and acts of intolerance and discrimination that are sexual in nature:
The University complies with Title IX of the Education Amendments of 1972, which prohibits sex
discrimination (including sexual harassment and violence based on sex) in the University’s
educational programs and activities, as well as retaliation for asserting claims of sex discrimination.
Discrimination based on sex will not be tolerated, and is considered misconduct that will be subject to
discipline. Inquiries concerning the application of Title IX and sex-based complaints should be
referred to the University’s Title IX Coordinator, titleix@rochester.edu. Questions regarding the
application of Title IX can be made to the Title IX Coordinator or the U.S. Department of Education’s
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Office of Civil Rights (OCR) at its New York office at (646) 428-3800 or its national headquarters
at (800) 421-3481; TTY: (800)-877-8339. Additional information is available.
Students are subject to the institution’s policy on prohibition of sexual misconduct. The full policy can
be found at the following site Student Sexual Misconduct Policy (all students). Violations of this policy
should be reported through the Sex-based Proxy Report.
Contact Person
Name
Email
Reporting Process
Deputy Title IX
coordinator SMD
Stephen Burke
stephen.burke@rochester.edu
Sex-based Proxy
Report
Title IX
coordinator for
U of Rochester
titleix@rochester.edu
Sex-based Proxy
Report
Students who are unsure to whom they should report concerns are encouraged to speak with Flavia
Nobay, MD, Associate Dean for Student Services.
Flow Chart of Reporting Mistreatment of Medical Students or Others
PROCESS FOLLOWING A REPORTED CONCERN:
Members of the medical school are encouraged to report discrimination, harassment or retaliation.
This includes members of the medical school who feel that they have experienced behavior that
Concern/Compla int
Complaint against a
student
Non-Sexual based
complaint
OME Reporting
Process
Sexual Based
Complaint
Sex-based Proxy
Report
Complaint against a
non-student
Sexual Based
Complaint
Sex-based Proxy
Report
Non sexual based
complaint
PADH Reporting link
130 | Page
violates the above policies or who witness or become aware of conduct that they believe violates the
above policies. Regardless of the manner of reporting, the University will look into and respond to all
good faith concerns and complaints raised under this Policy as expeditiously as possible and take
remedial measures as needed.
Appeals
Any appeal to the remedial course or outcome of a potential investigation of a non-sexual complaint
against a medical student will be addressed by the Senior Associate Dean for Medical Education, Dr.
David R. Lambert
Confidentiality
The University will take reasonable steps to protect the privacy of complainants, respondents, and
witnesses. The parties remain free to share their own experiences, though, to avoid the possibility of
compromising the confidentiality of the investigation, during the course of the investigation itself, it is
generally advisable to limit the number of people in whom they confide.
Record Keeping
The complete investigative file, including a copy of any determination or appeal decision relating to a
complaint under this process along with a copy of remedial action or discipline taken in response to
any non-sexual complaint against a medical student, shall be maintained in the OMSE. No
documentation relating to an investigation, including the determination itself, will be placed in any
individual’s personnel file unless that individual has been formally counseled or disciplined as a
consequence of the complaint and investigation.
POLICY ON MEDICAL STUDENT WORK HOURS DURING PHASE 1 AND PHASE 2
To address the time commitment required of medical students during Phase 1 and Phase 2 and
optimize time for independent study, information assimilation, student health and safety, the medical
school has adapted the following policy.
Scheduled sessions should, on average, total no more than 25 hours per week and there should be
no week in excess of 36 scheduled hours to allow for flexibility needed for clinical requirements.
Optional review sessions, examinations, and assessments are not counted in the scheduled
sessions. There must be, on average, two half-days per week that do not have scheduled activities.
All scheduled class time in Phase 1 and Phase 2 includes lecture, laboratory, problem based learning
(PBL), team based learning (TBL), small group, and direct clinical care will be counted based upon
the time scheduled. Recorded video, on-line module or similar assignments will be counted by the
length of the activity.
Course and clerkship directors will work collaboratively to evaluate the workload associated with each
week of the curriculum with oversight by the Office of Curriculum and Assessment (OCA). OCA will
ensure that the above guidelines are met. Review of scheduled hours will be done by the First and
Second Year Instruction Committee for each semester and reported to the MSPRB Committee
(CSC). Any course, component, or semester of the curriculum that has non-adherence to this policy
will work with the Senior Associate Dean for Medical Student Education on behalf of the CSC to
arrive at a solution that will be presented to the CSC which has final decision making authority.
Approved by the Curriculum Steering Committee November 16, 2021
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POLICY ON MEDICAL STUDENT WORK HOURS DURING CLINICAL YEARS
To address the time commitment required of medical students during clinical rotations and taking
into account the effects of fatigue and sleep deprivation on learning, clinical activities, student
health and safety, the medical school has adapted the following policy.
• Duty hours must be limited to 80 hours per week averaged over a four-week period,
inclusive of all in-house call and patient care activities.
• Continuous on-site duty, including in-house call, must not exceed 24 consecutive
hours. Students may remain on duty additional hours to participate in didactic activities,
transfer care of patients, conduct outpatient clinics, and maintain continuity of medical and
surgical care.
• Students must be provided with one day in seven free from all educational and clinical
responsibilities, averaged over a four-week period, inclusive of call. One day is defined as
one continuous 24-hour period free from all clinical educational and administrative activities.
• Students should be provided with a 10 hour period after in-house call that they are free from
all patient care activities.
Clinical clerkships will design student duties with these requirements in mind. Clinical course
directors are responsible for monitoring and documenting student duty hours and for the education
of their faculty, residents and other appropriate individuals to facilitate compliance with this
policy. Students are required to comply with all monitoring requirements set forth by each specific
clerkship.
Approved prior to June 2015; Reviewed and Approved by Curriculum Steering Committee on
May 31, 2023
IX. TUITION, DEFINITIONS AND RELATED POLICIES
Office of the Bursar
University of Rochester
PO Box 270037
330 Meliora Hall
Rochester, New York 14627
bursar@admin.rochester.edu
Phone Hours: Monday-Friday, 9:30-11:30am and 1:30-4:00pm
585-275-3931
Fax: 585-461-3356
Bursar Information Window Hours
Monday-Friday: 9:30am-12:30pm and 1:30-4:30pm
TUITION AND FEES
All students will be charged four years/eight terms of tuition. All current tuition and fees can be located
on the Bursar’s website:
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https://www.urmc.rochester.edu/education/bursar/medical-students/institutional-charges.aspx.
BILLING SCHEDULE AND ONLINE BILLING
Assessment of Tuition and Fees:
Tuition and fees are charged to the student financial account in two installments each academic
year. Students are billed in July for the fall term with payment due August 10 and in January for the
spring term with payment due February 10.
Student Financial Account:
All students are required to submit a Financial Responsibility Agreement prior to registration for
classes. The agreement is submitted during the UR Student onboarding process. Electronic billing is
the official method of billing for the University, and students will not receive a paper bill by mail.
The student financial account can be viewed online through UR Student. Log in and navigate to the
upper right-hand corner and click on either your picture or the cloud icon. From there select “Student
Financials” from the menu on the left. The “Student Financials” option will only appear if you have had
a credit or charge applied to your account. Students are responsible for viewing their student financial
account in UR Student at least once every 30 days. You will also receive notifications reminding you
when upcoming payments are due. Students are encouraged to pay their charges online through UR
Student.
Flywire (a trusted source for sending wire transfers) is available for international students at
www.flywire.com. Direct wire payments cannot be accepted. All check payments must be in U.S. dollars
and drawn on a U.S. bank. Credit and debit cards are not accepted.
Past due accounts:
Any student who fails to pay their term bill by the due date will:
1. Have a Bursar’s Hold placed on their account, including a $100 Administrative Fee.
2. Be prohibited from registering for subsequent coursework until arrangements for payment are
made.
3. Not be granted a diploma until the balance is paid.
Exceptions:
All students who have outside service scholarships, such as military or National Health Service
Corps are required to pay their term bill within six weeks of the first billing for each term. Students
with these scholarships may be required to apply for student loans, which can be repaid by the
student when the outside agency pays their student bill. The student will be held responsible for
any late fees that might accrue on their account.
Students expecting documented aid from sources not controlled by the School – outside loans
and scholarships - will see one-half of the expected amount listed as anticipated credit on their
bill for up to six weeks after the that first bill for the term is generated. Students may also expect
to see an additional amount due on their bills as a result of their lender withholding loan fees
from their disbursements. In addition, all anticipated credits for financial aid will expire on
September 1st. Students will be held responsible for the payment of any uncovered balance
and subsequent late fees that accrue on their student account.
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Late Charge:
A late payment penalty of 1% per month will be assessed on the unpaid balance of all bills on their due
date and every month thereafter until payment is made in full. The Late Charge will be calculated on
the amount derived by subtracting from total charges all payments made or financial aid credits received
by the 10th of the month, and anticipated credits which can be documented by the Financial Aid
Office. Late charges may be waived upon e-mail written appeal to the Office of the Bursar if failure to
pay is the result of an error in the Bursar's Office. Otherwise, there will be no waiver of late fees.
Credit and Payments:
Credits are applied to a student's account either (1) as payments received from the student, family, or
outside source or (2) as University-administered financial aid sources transferred to student accounts:
• Federal loans are credited automatically at the start of each billing period, assuming the
Financial Aid Office has received all required documents.
• University scholarship funds are transferred automatically at the start of each billing period,
assuming the Financial Aid Office has received a signed copy of the original award notice.
• University loan funds are transferred each term, assuming the Financial Aid Office has
received all required documents.
Students are encouraged to use the online payment option, through UR Student. Payments can be
made by an e-check in this system. E-checks are free. Students may grant family members access to
pay their bills in UR Student.
Checks can be accepted at Student Services, or may be mailed to the University Bursar at the address
below:
Office of the Bursar
University of Rochester
PO Box 270037
330 Meliora Hall
Rochester, NY 14627
Cash payments cannot be accepted. Students with cash can visit the J.P. Morgan Chase branches
at the Medical Center or River Campus to obtain a cashier’s check. For additional questions
regarding cash payments, contact the Office of the Bursar at bursar@admin.rochester.edu
Anticipated Credits in Lieu of Payment:
Students expecting documented aid from sources not controlled by the School – outside loans and
scholarships - will see one-half of the expected amount listed as anticipated credit on their bill for up
to six weeks after the that first bill for the term is sent. Students may also expect to see an additional
amount due on their bills as a result of their lender withholding loan fees from their disbursements.
In addition, all anticipated credits for financial aid will expire on September 1
st
if the student’s award
notice and signed promissory note(s) are not turned into the Financial Aid Office by that date. Students
will be held responsible for the payment of any subsequent late fees that accrue on their student
account.
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SMD STUDENT REFUNDS
The Office of the Bursarwill issue a refund when:
1. The total amount of all financial aid exceeds the amount of tuition and fees, the resulting
credit balance will be refunded to the student in accordance with Federal regulations.
2. A student account reflects a credit balance due to changes to charges appropriately due to
the student.
3. Payment is received by cash, check, or wire transfer on an account that is currently paid in
full. The Office of the Bursar reserves the right to refuse payment on a paid in full account
and to issue a refund whenever an account reflects a credit balance.
In some cases, students may decide to drop or add courses within a specific term, which may make
them ineligible or over-awarded for their loans. If a refund was issued prior to a reduction in a student’s
loan amount, and the loan reduction results in a new balance on the student’s account, the student is
responsible for paying the difference in the next billing cycle.
Every effort is made by the Bursar staff to verify the accuracy of all refunds issued. Sometimes
additional processing time may be required. It is strongly recommended that students and parents also
verify the accuracy of all refunds received, and report any discrepancies to the Office of the Bursar
immediately.
Accessing UR Student for Refunds:
If a student expects to receive a refund for the proceeds of their student loan(s), they should make sure
the “Student Refund Election Rule” information in the “Payment Election” task in UR Student is up to
date. Refunds will be issued by check by default unless you choose the “Direct Deposit” option
for the “Student Refund Election Rule,” provide your banking information, and complete the
payment election process. Paper checks will be issued in the student’s name and will be mailed
through the USPS to the student’s current billing address on file. You are required to maintain a current
billing address in UR Student. Students will not be eligible to receive a refund until they have completed
the promissory note(s), entrance counseling and have submitted all documents required by the
Financial Aid Office. Please be advised that refunds are not issued until the start of classes each term,
and the processing time for direct deposit refunds is 5-7 business days.
1098T Forms:
1098-T Tax forms are generated by the University at the end of January and are available to be
downloaded as a PDF from UR Student.
Emergency or Temporary Closings and Other Changes in Class Schedules and University
Operations.
The University plans to commence and conclude classes on the dates indicated in the academic
calendars. But unforeseen circumstances or events may occur that require the University to
temporarily close or otherwise make adjustments to its student life, residential housing, class
schedules and format, method and location of instruction, educational activities, and operations
because of reasons beyond the University's control. For example, such circumstances or events may
include but are not limited to inclement weather, the onset of public health crises, being subject to
government order(s), significant safety or security concerns, faculty illness, strikes, labor
disturbances, sabotage, terrorism, war, riot, civil unrest, fire, flood, earthquake, acts of God,
malfunction of University equipment (including computers), cyberattacks, unavailability of particular
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University facilities occasioned by damage to the premises, repairs or other causes, as well as
disruption/unavailability of utilities, labor, energy, materials, transportation, electricity, security, or the
internet. If any of these or other unforeseen circumstances or events outside of the University's
control occur, the University will respond as necessary and appropriate, and it assumes no liability for
any interruption or adjustments made to student life, residential housing, class schedules and format,
method and location of instruction, educational activities, and operations caused by these or other
unforeseen circumstances or events. And the University shall not be responsible for the refund of any
tuition or fees in the event of any such unforeseen circumstances or events, except as may otherwise
be expressly provided in the University's Leave of Absence and Withdrawal Policy or its
published tuition refund schedule (Payments and Refunds - Office of the Bursar (rochester.edu).
TUITION, REGISTRATION STATUSES, DEFINITIONS AND FEES
Understanding the tuition policies requires familiarity with the registration status options offered by the
School. There is no provision in the M.D. program for a part-time registration status; consequently all
tuition is billed on a full semester basis.
Student Fellowship:
A student who takes time out from the medical curriculum to pursue research or an approved activity
related to the successful completion of the M.D. program may be granted a Student Fellow status. Still
considered a full time student, the student must pay the required health fees, the Student Services fee,
and the Medical Student Research Fellowship tuition fee.
The length of a Fellowship is generally two consecutive terms and not more than twelve
months. Financial support received for this period may be in the form of a stipend to cover health fees,
living and travel expenses.
All Student Fellowships must be submitted and approved 1 week prior to the start of the term. Students
must start and be engaged in their approved Students Fellowship no later than 29 days after the start
of the term or their Student Fellowship will revoked, funding suspended, and they will be placed on
mandatory leave of absence for the term. No midterm Student Fellowships will be approved.
Students registering as Fellows are assessed a reduced tuition amount. Students registered as
Fellows, who avail themselves of credit bearing coursework during their time out, will be assessed full
time tuition during those terms, and will be assessed Extended Time for the terms required for
completion of the MD degree after paying for eight terms of full tuition.
Exception:
A student doing a research year out between Phase 3 and Phase 4 may take credit-bearing
coursework for a maximum of four weeks at either the beginning OR the ending of their
fellowship year without additional tuition charges for that term. This one-time exception will not
affect the eight-term full time tuition policy. Note: A Fellow (who may be awarded a stipend for
their year out) taking advantage of this exception will NOT be eligible to receive the year out
stipend during that four week period.
NOTE: Although the proposed revision gives students some tuition relief during fellowship
and/or the joint degree year(s), students who earn elective credit during fellowship leaves will
still be required to pay four full years of tuition to complete the MD program. In essence, the
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tuition paid for electives during the joint degree study period will not be deducted from
subsequent years’ tuition.
Extended Time Fee (ETF):
• For students who are required to take a year out or to repeat a portion of the curriculum, as
designated by the MSPRB
• *For year out fellows who also desire to participate in credit bearing electives
• Student status and loan-deferment entitlement are retained
• Health fees will be charged. Students can "opt out" of coverage, if appropriate.
• *Students will retain eligibility for malpractice insurance
• The ETF will be charged beginning year five. Consequently, if a repeated year and/or year
out occur during Years 1-4 of enrollment, the students will pay full tuition.
*When the appropriate prerequisites can be satisfied, at a minimum will require the successful
completion of ICM and PCC. Consequently, first year students will not be eligible to participate in credit
bearing clinical elective experiences during year out fellowships.
Exceptions:
The Medical School will not charge students enrolled in the U of R MD-Ph.D. additional
enrollment fees during the graduate school phase of their training.
NOTE: MD-PhD students will pay the required graduate school tuition and fees. However,
they will be required to complete the appropriate paperwork and documentation
to be eligible to participate in and to receive credit for the required longitudinal
clinical experience. (November 29, 2001)
Official Leave of Absence (LOA):
Students may be granted permission to take a LOA from the medical curriculum for a maximum of 12
months. Such students will be assessed the prevailing LOA fee per term. If an Official LOA extends
beyond twelve months, the student will automatically be dismissed and is required to reapply for
admission.
While LOA status retains one's place in the School, it does not carry with it the full-time student status
necessary to participate in University health programs or to qualify for deferment of student loan
repayment. Borrowers taking a LOA must, therefore, have Exit Interviews in the Financial Aid Office
before leaving campus. Students taking a LOA who have already received loan funds to cover
expenses which have not yet been incurred at the time of leaving school, may expect that pro-rated
portions of those loans must be returned to lenders.
To finalize the Official LOA, the student must secure the signatures of both their Advisory Dean and
the Associate Dean for Student Affairs on the Leave of Absence Request Form for Medical Students,
which can be obtained by the student or his/her/their Advisory Dean from the Registrar’s Office. The
student must also indicate specific dates that include the first day of leave and the last day of leave.
Students leaving during a term, for which they have already paid tuition, will be subject to the University
refund policies. (See Refund Policies)
In addition to an Official Leave of Absence, students may be granted a Temporary Academic Pause. A
Temporary Academic Pause is effective for a maximum of 29 days. While there is no additional charge
for this status, there is also no reduction in charges previously assessed for this period. A Temporary
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Academic Pause defaults to an Official LOA at the end of the twenty-nine day period (day 30) if
the student has not returned to credit bearing academic responsibilities or executed the
appropriate documents to change the student status. (Updated: December 29, 2017)
Broken or Lost Fees:
Students are billed at cost for equipment broken or lost. (Examples include ‘bone boxes’, iPads)
Mandatory Disability Insurance:
Disability Insurance coverage is provided to all medical students to compensate for the loss of future
earnings should they become disabled while in medical school. This coverage will be provided to you
by the University of Rochester through its partnership with Unum Insurance Company. Individual
policies are issued and mailed directly to students.
Health Insurance:
All full-time students participate in the Student Health Program, which provides care and services
offered by the University Health Service (UHS) and the University Counseling Center (UCC). All full-
time students pay the mandatory health fee, which covers care and services provided by UHS and
UCC at their offices. For more information about the services covered by the mandatory health fee,
check Student Health Program on the UHS web site.
In addition to the mandatory health fee, all full-time students must have health insurance coverage.
Students can enroll in the University-sponsored UR Student Health Insurance Plan (Aetna) or, if their
own plan meets University insurance criteria, they can choose to waive the health insurance. All full-
time students must complete the Online Insurance Process every year to enroll or waive the University-
sponsored health insurance plan. Requests to waive the University-sponsored insurance will be audited
to assure compliance with University criteria. Students can appeal a waiver denial by submitting an
appeal form by September 15. For more information about health insurance, check “Health Insurance
for Full-time Students” on the UHS web site.
The UR Student Health Insurance Plan (Aetna) provides coverage for hospitalization, surgical
procedures, diagnostic laboratory tests and x-rays, visits to specialists, athletic injuries, flu shots, and
prescription medications.
All students are required to enroll or waive the University-sponsored health insurance every
year by September 15. The link to the Online Insurance Process is in Quick Links on the UHS website
(www.rochester.edu/uhs). Students who fail to complete the Online Insurance Process by September
15 will be enrolled in the University-sponsored insurance plan for the entire year. The charge for the
insurance plan cannot be waived after September 15.
For more information about the mandatory health fee and/or health insurance, check “Student Health
Program” on the UHS web site. If you have questions, contact the UHS Insurance Advisors at
insurance@uhs.rochester.edu or 585-275-2637.
Mandatory Health Fee:
All full-time students of the University are charged an annual mandatory fee, which covers primary care
visits to the University Health Service (UHS), time-limited therapy at the University Counseling Center
(UCC), health education and health promotion services, public health and disease prevention
programs. All full-time students pay the mandatory health fee, regardless of the health insurance option
they choose. Coverage is from August 1 through July 31.
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Pagers:
Pagers will be distributed in the Student Services Center before beginning year three and billing for
their usage will be via the term bill. A year out fellow who will not need access to the pager for a
full semester or academic year must return the pager by June 30 or December 31 to avoid being
charged. The cost of replacing a lost pager is $100.00. Graduating students who do not return their
pager will be charged $100.00. Students are responsible for replacing pager batteries. Any problems
with the pager should be brought to the attention of Student Services.
Parking Fee:
Students who wish to use University parking must obtain a parking permit directly from the Parking
Office. Students are required to pay the Parking Office directly.
Supplementary Fee for Infection Control:
M.D. students are required to pay a supplementary fee for infection control to defray a portion of the
costs associated with additional medical precautions appropriate for individuals studying in a hospital
environment and having contact with patients.
Student Activity Fee:
Set annually by students, this fee supports student activities as agreed upon by the Student Senate.
Student Services Fee:
This fee defrays a portion of the costs for miscellaneous services such as lockers, maintenance of the
student lounge, orientation for first-year students and a graduation and post commencement
administrative fee for seniors.
Technology Fee:
The annual technology fee defrays a portion of the cost for access to, updating and maintaining
curricular and wireless technology. This fee is charged to all medical students, first through fourth year.
URMC Fitness Center:
Onsite fitness center resources are available at the College Town Fitness Center on 71 Celebration
Drive and the Bloch Fitness Center located on River Campus. Membership to the fitness centers is
provided to all URSMD medical students at no charge. Students must complete a 30-minute Fitness
Center Orientation and submit membership enrollment forms to the Fitness Center. Fitness Center
orientation and enrollment forms are only required once and are good for the students tenure at the
medical school. No additional action is required for students that have already participated in the
Fitness Center Orientation and submitted the required enrollment forms to the Fitness Center.
For additional information, visit the College Town Fitness Center website and/or the Bloch Fitness
Center website.
TUITION AND FEE REFUND POLICIES FOR STUDENTS WHO WITHDRAW, INITIATE AN
OFFICIAL LEAVE OF ABSENCE, ARE MANDATED TO TAKE A LEAVE OF ABSENCE, OR ARE
DISMISSED:
Withdraw/Leave of Absence/Inactive Status Prior to the First Day of Classes
Students who cancel admission, withdraw or take a leave from the University, voluntarily or
involuntarily, before the first day of classes will receive a full tuition and fee refund (100%) but will be
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assessed an administrative fee of $100.00. Such students are not included in University records as
registered for the term. All disbursed Title IV aid, institutional aid, state and other aid will be returned
to the appropriate account by the Financial Aid Office. Note, however, that non-refundable application
and enrollment fees will not be refunded.
Withdraw/Leave of Absence/Inactive Status (including Dismissal) On or After the First Day of
Classes
An enrolled student who withdraws, voluntarily or involuntarily takes a leave from the University, or
are dismissed on or after the first day of classes and through the seventh day of the term (first week),
will receive a full tuition and fee refund (100%). An enrolled student who becomes inactive on or after
the eighth day of the term but before the time when they will have completed 60 percent of the period
of enrollment (semester), will have their institutional charges and institutional aid adjusted based on a
daily proration of attendance. Federal financial aid is adjusted as described below.
A student who withdraws, voluntarily or involuntarily takes a leave of absence, or is dismissed after
the 60% point of the period of enrollment will receive no refund of institutional charges or financial aid
for that term.
For example, if a student withdraws on the 65th day of a term of 135 days (48% of the term), the charge
would be 48% of prevailing tuition costs and the refund would be 52% of the tuition charge. If the
student withdrew on the 81st day of that term or later, there would be no refund, since the 60% point of
that term had been reached.
The refund schedule for the UHS Health Fee is as follows:
• 100% during the first two weeks of the semester or first week of the quarter, for students NOT
insured with UR Student Health Insurance.
• 0% during the remainder of the semester or quarter.
• 0% for students covered by UR Student Health Insurance, regardless of time in semester.
Students with UR insurance are not eligible for health fee or insurance premium refunds.
Health benefits continue until current coverage ends.
Student Fee Adjustments:
Once billed, there is no adjustment to payments for disability insurance nor to fees charged (such as
library fines, health service charges, unpaid parking fines, UR Student Health Insurance, student
activity fees etc.) upon the student’s separation from the medical school. Courses, clerkships, and
electives in which the student was enrolled appear on the student’s record and show the grade of “W”
(withdrew).
Date of Separation:
The date of withdrawal for voluntarily leaves of absence or withdrawl is determined by the date that the
Offices of Medical Student Education of the School of Medicine and Dentistry receives written
notification from the student. The date of dismissal is the date when the last of any and all student
requested appeals has upheld the dismissal. If a student does not appeal dismissal, the date is the
date the MSPRB dismissed the student. The adjustment of charges and all refund calculations are done
by the Bursar's Office upon receipt of a change-of-status form from the Registrar's Office. For specific
details on dates and examples can be found on the Bursar’s Office Website.
https://www.urmc.rochester.edu/education/bursar/medical-students/refund.aspx
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Students Receiving Title IV Federal Aid
Per federal regulations, a student earns their aid based on the period of time they remain enrolled.
Unearned Title IV funds, other than federal work-study, must be returned to the appropriate federal
agency. During the first 60% of the enrollment period, a student earns Title IV funds in direct
proportion to the length of time s/he remains enrolled. A student who remains enrolled beyond the
60% point earns all the aid for the payment period.
For example, if a period of enrollment is 100 days and the student completes 25 days, then the
student has earned 25% their aid. The remainder of the aid must be returned to the appropriate
federal agency. Unearned aid must be returned to the specific programs, in order, up to the total net
amount disbursed from each source. The order of return is as follows: Unsubsidized Direct Loan,
Subsidized Direct Loan, Direct Graduate PLUS Loan, Direct Parent PLUS Loan, Pell Grant, FSEOG,
Iraq & Afghanistan Service Grant, Health & Human Services programs, institutional financial
assistance programs, privately funded scholarship programs.
Short-Term Emergency Loans
A short term emergency loan is available to any matriculated and registered medical or graduate
student in the School of Medicine and Dentistry who is in good academic standing and does not have
any unpaid short-term loans. The loan is non need-based and interest-free. Eligible students may
borrow up to $600 for a maximum period of 60 days. Any Financial Aid received and applied to a
student’s account will repay the Short Term Loan before a refund is issued. If a student repays loans
promptly, there is no limit to the number of times he or she may access this loan. These loans are
funded by alumni contributions and the American Medical Association Education and Research
Foundation (AMA).
Students should contact the Bursar’s Office at bursar@admin.rochester.edu to request the “Emergency
Short Term Loan Contract.” Once received, the Bursar’s Office will confirm with the appropriate
Registrar that the student is in good academic standing and there are no outstanding short term
loans. Once confirmed, the Bursar’s Office will initiate a refund which will be deposited to the student’s
bank account within 5 business days, provided the student has completed their payment elections in
UR Student and authorized a bank account for refund purposes. If payment elections for refunding do
not exist, the refund will be issued via check and mailed to the student.
Students with past due balances on their student accounts may be denied use of the fund as well.
Students expecting to graduate in May, will lose access to the Short Term Loan privilege on the March
1
st
preceding their graduation date.
FEDERAL REGULATIONS CONCERNING PRIVACY AND CONFIDENTIALITY
Due to very strict Federal regulations concerning privacy and confidentiality, the Office of the Bursar is
not able to discuss or release information regarding a student’s account without the student’s written
approval. This includes phone calls related to the payment of bills. Students who desire to have the
Bursar’s Office discuss their student accounts with appropriate people (such as parents or spouses,
who wish to make payments), should grant access by adding them as a friend or family member in UR
Student.
X. SUPPORT SERVICES
ADVISORY DEAN PROGRAM
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Rochester students arrive from diverse origins to join a profession with shared values: compassion; the
understanding care of patients; learning, investigating, and uncovering the secrets of health and illness.
This is an exciting transition, but it may also be challenging. In an effort to ease this transition and to
enhance a supportive learning environment, Rochester has incorporated an innovative model of
student advising. The advisory dean program at Rochester is designed to enhance the personal and
professional development of medical students throughout the course of their undergraduate medical
education. This program helps facilitate the many transitions that students face during their medical
school tenure, including college student to medical student; classroom to clinic office; medical school
to residency. Regular small group and individual meetings with an advisory dean help to foster
relationships and ultimately assist in each student’s growth and development in medicine.
Phase 1 medical students are introduced to their advisory dean during orientation week. Initial
individual meetings allow students and advisory deans to meet and learn about each other. Weekly
informal small group lunch meetings during the first semester are designed to foster open discussions
of special issues facing medical students today including transition to medical school, ethical issues in
clinical medicine and biomedical research, and the changing health care environment. One of the goals
of these discussions is to help foster professionalism in our students. Additionally, these meetings give
students a direct opportunity to express their thoughts about the curriculum and the school. During the
second semester, the small groups meet every three weeks. The ability of advisory deans to get to
know students on a personal level throughout their tenure in medical school is invaluable.
During Phase 2 of medical school, small groups meet every three weeks. In addition to continued
discussions of professionalism, the meetings continue to facilitate the students’ thinking about their
careers in medicine. Students are also encouraged to meet with their advisory deans on an individual
basis to address plans for their curriculum for the final two years of medical school.
Four meetings are held with Phase 3 students on their clinical rotations. These meetings incorporate
case-based discussions of ethical dilemmas that students have encountered. Through advisory dean
facilitated peer discussions, individual students are able to better understand their responses to clinical
situations and how their professional development may be shaped, positively and negatively, by those
around them. Career advising continues in both small group and individual settings with the advisory
deans.
In addition to three small group meetings in the final year of medical school, advisory deans focus their
efforts with students on an individual basis. Career advising, including preparation of the Medical
Student Performance Evaluation (Dean’s Letter) and individual student residency applications
(personal statements and curriculum vitae), and assistance with the transition to residency are the
central focus of the advisory dean system.
The connection of each advisory dean with a small cohort of students (approximately 26) in each class
has helped to foster a trusting relationship and has enhanced students’ personal and professional
development into physicians.
Review of Request to Change Advisory Deans:
Any medical student with a compelling reason to change their Advisory Dean (AD) assignment will have
one opportunity to request a change of Advisory Dean.
The first step in the process is for the student to meet with the student’s current AD to discuss the
concern. If after this meeting the student desires to move forward with the review process, a letter
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requesting a change of AD assignment with the reason(s) must be submitted to Dr. Flavia Nobay,
Associate Dean for Student Affairs.
Dr.Nobay will meet with the student to hear the concerns and review the process. Dr. Nobay will
convene a faculty three member ad hoc review committee, however, students in academic difficulty
(examples include Advisory Status, Probationary Status or pending dismissal proceedings) will not
have their request reviewed by the ad hoc committee until the academic difficulty has been resolved.
The ad hoc committee will meet with the student and make a decision regarding the request. If the
request is approved, the ad hoc committee will assign the new AD. If the request is denied, the student
may appeal the request to the Medical Student Promotions and Review Board (MSPRB).
MSPRB will meet with the student and make a decision regarding the request. If the request is
approved, the MSPRB will assign the new AD. The MSPRB decision is final. (Approved: May, 25, 2010)
ACCOMMODATIONS
Accommodations for Students with Disabilities:
To be in compliance with the Americans with Disabilities Act (ADA), the School of Medicine and
Dentistry is committed to making reasonable accommodations to assist students with documented
disabilities to fulfill their educational objectives. The Medical School reserves the right to reject any
requests for accommodation, that in its judgment, would involve the use of an intermediary that would
in effect require a student to rely on someone else’s power of selection, detection and observation,
fundamentally alter the nature of the School’s educational program, lower academic standards, cause
an undue hardship on the School, or endanger the safety of patients. The current version of the
Medical School’s technical standards can be found in the Student Handbook. At any time, course or
clerkship directors or the Medical School Promotions and Review Board (MSPRB) may be consulted
on the question of whether the accommodations requested are reasonable or would constitute a
fundamental alteration of the academic program or a direct threat to the health and safety of any
person. Please note, that the student’s diagnosis will be kept confidential.
Procedures for Requesting ADA Accommodations:
Students who wish to request accommodations for a disability must follow the University of
Rochester’s procedures, as described at https://www.rochester.edu/disability/policies.html. Those
procedures describe the documentation required of students requesting accommodations, the
process for deciding whether to grant accommodations, notification to instructors, review of
accommodation decisions, and other related matters. The Medical School’s access coordinator as
described in the University procedures is Dr. Flavia Nobay, Associate Dean for Student Affairs
Students with questions can contact Dr. Nobay at 585-275-4537 or
flavia_nobay@urmc.rochester.edu or Jennifer Prosceo, Director of Office of Disability Resources at
585-276-5075 or jennifer.prosceo@rochester.edu.
Dr. Nobay should be contacted if students encounter difficulty in accessing approved
accommodations from individual instructors or course directors.
Confidentiality of Records
Information about a student’s disability will be retained separate from the student’s academic file, as
required by law. The school will not generally release details of a student’s diagnosis or fact that
accommodations were provided (for example to residency programs, etc.) without the permission of
the student.
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Appeals Process for ADA Accommodations:
Students with concerns about eligibility verification decisions and provision of accommodations may
appeal these decisions. The University provides both informal and formal processes for medical
students to appeal accommodation decision. Although the University encourages use of informal
processes to resolve disputes, a student may use a formal process without first pursuing the informal
one.
Informal Process
• In instances where there is a dispute, the student, instructor, University administrative staff,
and/or the access coordinator will make every effort to resolve the disagreement.
• If a resolution cannot be reached, the student, instructor, or University administrative staff may
seek informal resolution by submitting a Request for Review of the disputed decision to the
University of Rochester Director of Disability Compliance. The Director of Disability
Compliance will attempt to resolve the dispute with the participation of the medical school
access coordinator, Dr. Flavia Nobay.
• If the dispute cannot be resolved, the Director of Disability Compliance will convene the
Eligibility Assessment Committee, which will include the medical school access coordinator,
within seven (7) working days of receiving the Request for Review.
Eligibility Assessment Committee
The Eligibility Assessment Committee is appointed on an ad hoc basis by the Director of
Disability Compliance. This committee may include faculty, academic administrators and
others appropriate to the particular case under review. The access coordinators will provide
general information regarding determination and implementation of accommodations. The
Dean or designated representative of the Department offering the course(s) in which the
accommodation is requested may be asked to provide information to the committee.
• The Committee will review the Request for Review and any additional relevant information
from the student and University personnel and will render a decision within ten (10) working
days from the date of receiving the Request for Review.
• If the individual is not satisfied with the decision of the Committee, a formal grievance may be
filed under the Section 504/ADA - Grievance Procedure.
• While a Request for Review is under consideration, the instructor will provide the reasonable
accommodations that are not under dispute and have been approved and communicated by
the access coordinator.
Formal Process – Section 504/ADA Grievance Procedure:
The University's formal grievance procedure for challenging a decision regarding accommodations is
Policy 106 - Policy Against Discrimination and Harassment.
Other Medical School Accommodations for Temporary Health Issues/Concerns (non-ADA):
Students may also request short-term accommodations to the Medical School program for reasons of
health that do not constitute disabilities under the ADA and similar laws. Examples include
modifications for short-term or minor injuries or illnesses. In such cases, the granting of
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accommodations is entirely within the discretion of the Medical School, within the bounds of
applicable law. Students may appeal these decisions as described below.
Appeals Process for Accommodations for Temporary Health Issues/Concerns (non-ADA):
Students with concerns about eligibility verification decisions and provision of temporary health
accommodations for health may appeal the decisions to the MSPRB according to the process
established by the medical school.
The student’s formal appeal must be received in writing by the Associate Dean for Medical
Education/Student Affairs within five (5) business days of the date of the eligibility outcome letter. The
correspondence should state the reasons for appeal and provide an alternative plan the student
wishes to be considered. The MSPRB appeals review will occur within fourteen (14) calendar days of
the student’s appeal.
Five members of the MSPRB should participate and all decisions should receive a majority vote.
Formal rules of evidence do not apply. Any material considered relevant by the MSPRB shall be
considered. The MSPRB will offer an independent opinion about the merits of the appeal, the
reasonableness of the requested accommodations and if granting such will substantially alter the
depth and integrity of the educational requirements for University of Rochester medical students. The
decision of the MSPRB is final.
The MSPRB may invite a University Disability Resources Office (UDRO) representative and/or other
consultants to participate in the review of the appeal as non-voting participants. The student may be
required to meet with the MSPRB as a part of the review process. The student may appear alone, or
with an advocate who is not an attorney.
____________________________________________________________________________
Anticipated Absences for Health Care:
Students who anticipate absences from classes, clinical or other scheduled academic responsibilities
for planned, short-term or continuity health care, must contact the Associate Dean for Student Affairs
for approved release time. Without revealing a student’s diagnosis or health care needs, the Advisory
Dean/Associate Dean for Student Affairs will advise the course or clerkship director(s) about the
student’s excused absence. Students may be required to make up missed academic experiences.
If the nature and/or frequency of the release time in effect requires or results in a student not
participating in required educational experiences, the MSPRB will be convened to evaluate the
reasonableness of the requested release time and if granting such will substantially alter the depth
and integrity of the educational requirements for University of Rochester medical students.
Approved by the Curriculum Steering Committee on July 20, 2021
______________________________________________________________________________
ASSISTANCE FOR PREGNANT MEDICAL STUDENTS
To facilitate the school’s ability to provide assistance, medical students who are pregnant are urged to
advise their Advisory Deans and the Associate Dean for Student Affairs as soon as they are aware of
their pregnancy.
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The School is available to assist with schedule modifications and facilitating referrals to the University
Health Service. (Effective September 10, 2010)
Pregnancy and Parenting
Students requesting supportive measures for pregnancy or parenting should review the information
under "Pregnant and Parenting" on the Title IX Explained webpage, and reach out to Title IX staff at
titleix@rochester.edu. Title IX requires a school to provide the same special services to a pregnant
student that it provides to students with temporary medical conditions. For more information from the
US Department of Education, visit: The Office for Civil Rights: Supporting the Academic Success
of Pregnant and Parenting Students.
MEDICAL STUDENT REPRODUCTIVE PROTECTION POLICY
I. Policy: Some training locations at the Medical Center may pose potential health risk to
students during pregnancy and/or their fertile years. The School of Medicine and Dentistry
is committed to minimizing these risks through safety education and management but
realizes that some risks may still exist. Students need to understand those risks and be
able to make informed decisions about working in those settings. Students who train in
areas which contain hazardous chemicals, biological agents, or radiological materials
capable of causing adverse reproductive outcomes will be referred to the University
Health Service (UHS) for an overview of known risks, reproductive hazards and safety
training to minimize risks. While training may mean accepting some risks, the individual
student is responsible for making this decision.
II. Guidelines:
A. Administration of this policy is the responsibility of the OME Deans and
Course/Clerkship Directors. All students -- both male and female -- shall be made
aware of the known risks and reproductive hazards in their training. Students whose
training involves possible exposure to agents that are known to cause injury to the
sperm, egg or fetus shall be informed of the risks and how to minimize them.
B. Technical advice on chemical and bio-hazardous materials is available from the
Environmental Health and Safety (EH&S). Technical advice on radiological materials
is available from Radiation Safety. Medical advice is available from the University
Health Service.
1. As part of its compliance with the OSHA Laboratory Safety Standard and the
Hazard Communication Standard, the University can provide written information
and training based on processes and protocols to prevent or minimize exposures
to hazardous materials capable of causing adverse reproductive outcomes.
2. On Request, Material Safety Data Sheets (MSDS) that describe the specific
hazards, including any reproductive hazards, of each chemical and what training
practices and/or protective equipment are necessary to reduce risks of exposure
will be provided by the Office of Educational Resources (585-275-7666).
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3. Course and Clerkship Directors are required to inform students about the known
risks in areas which contain biohazards, chemicals and/or radiation and the safety
rules to minimize risks of exposure.
4. In non-emergency situations students have the right to choose or refuse training in
an area which contains hazardous chemicals, biological and or radiological
materials capable of causing adverse reproductive outcomes. Note: Students
cannot opt out of participating in educational experiences that involve emergency
health care or a biological incident at Strong Memorial Hospital, where medical
students will be expected to assist with appropriate tasks at the hospital point of
distribution (HPOD) clinic.
Advising the School about Opting out of Training:
When a student wishes to opt out of training which contains exposure to hazardous chemicals,
biological and or radiological materials capable of causing adverse reproductive outcomes, a student
must:
1. Advise the course director and Advisory Dean in writing, about his/her/their decision to opt out
of training which contains exposure to hazardous chemicals, biological and or radiological
materials capable of causing adverse reproductive outcomes.
2. Indicate the specific (non-emergency) educational experiences he/she anticipates opting out
of.
NOTE: Because students who opt out of training must participate in the care of patients during
emergency situations, they will not be exempted from being evaluated and
demonstrating competency on the educational content missed. The URSMD is not
responsible for providing supplementary tutoring and/or academic support to assist a
student with meeting the required academic standards.
Appeals Process:
If a student’s anticipated absence or non-participation in educational experiences substantially alters
the depth and integrity of the educational requirements for University of Rochester medical students,
the Medical Student Promotions and Review Board (MSPRB) will convene a review committee to
determine the reasonableness of the anticipated non participation. The student may appeal an adverse
review committee decision to the MedSAC Appeals Board (MAB), whose decision will be final.
A student (for example a pregnant student) who opts out of training for a given academic period, but
who plans to return to complete a course will receive a grade of I (incomplete). When the
course/clerkship is completed, the incomplete grade will be removed from the record and replaced with
the final grade.
Adapted from the University of Rochester Personnel Policy/Procedure Policy: 167 Revised: 06/2011
ACADEMIC SUPPORT SERVICES
Peer Tutors:
As a part of the institutional effort to nurture and assist students, tutoring and study skills enhancement
are provided free of charge.
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As students move from an undergraduate educational setting to a graduate or professional school
environment, it is not uncommon for them to discover that the study and learning techniques that
enabled them to excel at the undergraduate level require modification to successfully negotiate the
medical or professional school curriculum.
A peer tutorial service has been established to assist students who experience difficulty with the
courses. In addition to providing an opportunity to sit down with individuals who have devised
successful approaches to mastering the material, the peer tutorials provide time to have the material
presented in a way that is consistent with the student’s learning style, one-on-one or in a small group
setting.
To avail yourself of tutoring services, contact the course directors; your Advisory Dean or Dr. Flavia
Nobay. Students should request assistance when they first have a sense that they are getting behind
or are experiencing difficulty.
Study Skills Assistance:
Medical students who experience difficulty with organizing information for review, problem solving or
study skills, have access FREE of CHARGE to the University’s Center for Excellence in Teaching and
Learning located on the River Campus, in 1-154 Dewey Hall (for students).
For appointments, students can call 585-275-9049.
Web site: http://www.rochester.edu/College/LAS/index.html
CHAPLAIN’S OFFICE
Faith Communities Affiliated with the University of Rochester:
Distinguished by the diversity of its members, the University of Rochester welcomes people of various
faiths from around the world. The Interfaith Chapel works to support the expression of this mixture of
heritages and groups.
• Zen (Buddhist) Meditation Group
• Asian Christian Community
• Cru
• Newman Community – Roman Catholic Christianity
• Hillel – Jewish Life
• Muslim Students’ Association
• Protestant Chapel Community
• UR Christian Fellowship – Christianity in the Gospel Tradition
• Chabad House – Jewish Student Community
Each community is based in the Interfaith Chapel, River Campus. Each welcomes and includes
professional and graduate students from throughout the University system and their families. For a
schedule of activities, programs, and services, contact each community directly.
http://www.rochester.edu/chapel/communities.html
Rev. Dr. C. Denise Yarbrough
dyarbrough@admin.rochester.edu
Director of Religious and Spiritual Life
EDWARD G. MINER LIBRARY
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Jennifer Raynor
Director, Miner Libraries
Phone: 585-275-5194
Library Location: 1-6221
Library General Phone: 585-275-3361
Web Site: https://urmc.edu/miner
UNIVERSITY COUNSELING CENTER (UCC)
The University Counseling Center (UCC) provides a comprehensive initial assessment and an
individualized treatment plan to full-time members of the University of Rochester community who pay
the mandatory health fee. Based on the initial assessment, a treatment plan is developed with the
clinician that addresses the client’s unique needs and concerns. This plan may include
recommendations such as, but not limited to: group therapy, brief individual therapy, referrals to
community provider for specialized treatment or longer term therapy services, Therapist Assisted On-
line (TAO) therapy, case management services, psychiatry or other campus services.
Locations:
River Campus Office, 585-275-3113
Third Floor, UHS building
738 Library Road
Susan B. Anthony Circle
Call (585) 275-3113 to schedule an appointment
www.rochester.edu/ucc/
Medical Center Office, 585-275-3113
Medical Center office is temporary closed due to extensive flood damage on December 26, 2022.
Call (585) 275-3113 to schedule a remote appointment or in-person appointment at the River
Campus office.
www.rochester.edu/ucc/
Confidentiality: All contacts with a University Counseling Center therapist are confidential. The fact
that a student is using UCC will not be disclosed to any University official or faculty member, or to
family, friends or roommates without permission of the student. Because of the sensitive nature of
visits, extreme care is taken to protect the confidentiality of patients’ records. UCC records are separate
URMC medical records. In addition, UCC will not release any clinical information about a student’s visit,
even with the student’s written request, except to another healthcare provider for purposes of further
treatment.
Urgent Mental Health Situations and After-Hours Care: UCC offers on-call emergency service 24
hours a day throughout the year for students who are distressed themselves or who are concerned
about someone else. Students should call the University Counseling Center at 585-275-3113 to reach
the professional on-call.
If you have any questions, please do not hesitate to call our office at 585-275-3113.
UNIVERSITY HEALTH SERVICE (UHS)
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University Health Associates of the University Health Service (UHS) is a primary care practice for
members of the University of Rochester community. Primary care services are provided by a team of
physicians, nurse practitioners, and registered nurses. Ralph A. Manchester, M.D. is the Director of
the University Health Service.
Medical Center Office Due to a flood on December 26, 2022, the Medical Center
Office is closed until further notice
Please call 585-275-2662 to schedule an appointment at
the River Campus office
Scheduling Appointments: Call 585-275-2662
Health Advice Information: Call 585-275-1160 to speak with a registered nurse about a health
concern or for a prescription renewal.
Women’s Health Information: Call 585-275-1161 to speak with a registered nurse about a health
concern or for a prescription renewal.
After-Hours Care: Call 585-275-2662; message provides instructions for reaching the
physician on call.
UHS Web Site: www.rochester.edu/uhs/
University policy requires all students with an active status to have comprehensive health insurance
coverage. Students with comprehensive health insurance coverage from other sources may waive the
major medical (“optional”) UHS insurance. To waive the optional UHS coverage, the appropriate
section of the Health Insurance Options Form must be completed and returned to UHS or the U of R
health fees will be charged.
NOTE: Students CANNOT waive the mandatory health fee.
