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). 
  • 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 
    • Grades for all pre-clerkship courses without an end-of-year clinical assessment must be reported to the Registrar’s Office Formative Assessment and Feedback Policy within two weeks of the end of the course. 
    • Grades for all pre-clerkship courses with an end-of-year clinical assessment must be reported to the Registrar’s Office within four weeks of the end of the course. 
      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 block. 
        • 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 Block End: Rotation Directors/Coordinators ensure that all feedback and evaluations needed to complete final evaluations have been completed by faculty. 

      • Four (4) Weeks after Block End: The Medical Education Office will send reminder emails for outstanding evaluations. 
      • Five (5) Weeks after Block End: the Medical Education Office follows up on late evaluations, notifying relevant department chairs and arranging appointment with the rotation director to meet with Dean for the next week 
      • Six (6) Weeks after Block End: if evaluation(s) remain outstanding, the faculty member will meet with the Dean as scheduled to complete the evaluation(s). 

      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 November 9, 2017
      Revised by the Medical Education Committee (MEC) on April 8, 2021, May 21, 2026