Grade Submission Policy

Grade Submission Policy

Boston University Chobanian & Avedisian School of Medicine is committed to ensuring the timely, accurate, and equitable reporting of summative assessments of medical student performance. Timely grade submission is essential to support student progression, academic advising, transcript accuracy, and compliance with accreditation and institutional requirements. This policy establishes clear expectations, responsibilities, and procedures for submitting course, clerkship, and elective grades within defined timelines. 

Covered Parties 

This policy applies to the following individuals involved in medical student assessment and grade reporting: 

  • Pre-clerkship course directors and course coordinators 
  • Clerkship and elective directors and coordinators 
  • Faculty responsible for completing student evaluations 
  • The Medical Education Office. 
  • The Office of the Registrar 

Defined Terms 

  • End-of-course: The official final date of instruction or assessment for a course, clerkship, or elective. 
  • Grade Submission: The formal submission of grades in the evaluation system (i.e., MedHub). 
  • Course Leadership: In the pre-clerkship curriculum, course leadership includes the Course Director(s) and Course Manager(s)
  • Rotation Director: The faculty overseeing any third- or fourth-year clerkship, selective, or elective. This term encompasses clinical, teaching, general, and research rotations. 
  • Rotation Coordinator: The primary coordinator serving as program manager/administrator for any third or fourth year clerkship, selective, or elective. This term encompasses clinical, teaching, general, and research rotations. 

Responsible Parties 

  • Course/Rotation Directors and Coordinators 
    • Ensure that all required evaluations are completed in a timely manager (e.g., CSEFs) 
    • Compile and submit final grades within deadlines as established below 
  • Faculty Evaluators 
    • Complete student evaluations promptly to support grade calculation and submission 
  • Medical Education Office 
    • Communicate grade submission deadlines annually 
    • Intervene when grade submission deadlines are missed 
    • Escalate overdue evaluations to Dean’s Office per policy 
  • Office of the Registrar 
    • Receive, process, and maintain official student grade records 

Procedures 

Pre-clerkship Courses 
  • Final grades for all pre-clerkship courses without a clinical assessment must be reported to the Registrar’s Office within four weeks of the end of the course. 
    • Two (2) Weeks after Course End: The Medical Education Office will send reminder emails for outstanding grades to the course leadership.
    • Three (3) Weeks after Course End: the Medical Education Office follows up on late grades, notifying the Associate Dean of Medical Education (ADME) and arranging an appointment with the course leadership to meet with the ADME for the next week
    • Four (4) Weeks after Course End: if the grade remains outstanding, the course leadership will meet with the ADME as scheduled and submit the final grade
  • Final grades for all pre-clerkship courses with an end-of-year clinical assessment must be reported to the Registrar’s Office within six weeks of the clinical assessment and/or end of the course. 
    • Four (4) Weeks after Course End: The Medical Education Office will send reminder emails for outstanding evaluations.
    • Four (4) Weeks after Course End, within Three (3) Days of the initial reminder: the Medical Education Office follows up on late evaluations, notifying the Associate Dean of Medical Education (ADME) and arranging an appointment with the course leadership to meet with the ADME for the next week
    • Five (5) Weeks after Course End: if evaluation(s) remain outstanding, the course leadership will meet with the ADME as scheduled to complete the evaluation(s).
Core Clerkships, Selectives, and Chobanian & Avedisian SOM Electives

2026-27 M3 Grade Submission Dates
2026-27 M4 Grade Submission Dates

  • All individual student evaluations that contribute to final grade forms must be submitted within four weeks of the end date of the clerkship, selective, or elective rotation. 
    • Any incomplete evaluations as of the deadline must be expired in the evaluation system by the Monday following the four-week deadline. 
  • Final Grades must be submitted via the evaluation system within six weeks of the end of the clerkship, selective, or elective. 
    • Two (2) Weeks after Rotation End: Rotation Directors/Coordinators ensure that all feedback and evaluations needed to complete final evaluations have been completed by faculty.
    • Four (4) Weeks after Rotation End: The Medical Education Office will send reminder emails for outstanding final grade forms to rotation directors and coordinators.
    • Four (4) Weeks after Rotation End, within Three (3) Days of the initial reminder: the Medical Education Office follows up on late final grade forms, notifying relevant department chairs and arranging an appointment with the rotation director to meet with Dean for the next week
    • Five (5) Weeks after Rotation End: if final grade form remains outstanding, the faculty member will meet with the Dean as scheduled to complete the final grade.

Monitoring 

Compliance with this policy will be monitored by the Medical Education Office through an annual review of submission timelines. Between annual reviews, real-time escalation to the Associate Dean of Medical Education and Dean’s Office will occur in the case of persistent or repeated failure to meet grade submission.  

Faculty who repeatedly fail to complete individual evaluations on time will be reported to their department chair and clerkship director. 

Approved by the Medical Education Committee (MEC) on October 21, 2026.