Policies & Procedures

Many policies and procedures govern your academic experience at the BU Chobanian & Avedisian School of Medicine. It is essential to familiarize yourself with policies related to attendance, exams, safety, compliance, and the administrative responsibilities expected of you as a professional student, as well as your rights under the Family Educational Rights and Privacy Act (FERPA). Please explore the links below to ensure a smooth and informed journey through your medical education.

Policies and Procedures for Evaluation, Grading, and Promotion

Medical Education Office Policies

FERPA

Registrar Policies
Grade Appeals Process

Grade appeals follow the school policy (linked here in Section 2.2).

  1. Initiating an Appeal:
    • To begin the grade appeal process, draft a letter detailing your concerns. Label the file with your last name, course name, clinical course site (if applicable), and block number (if applicable).
  2. Submitting the Appeal:
    • Email your appeal letter to Dean Burke Bates (lbbates@bu.edu) within 15 business days of the grade being posted. Dean Bates will forward the letter to the course or clerkship director with a response deadline. The director will then reply directly to you, copying the Registrar.
  3. Additional Review
    • If further review is necessary, you may request sequential reviews within 10 calendar days of the director’s response. The appeal will first go to the relevant course leadership committees and then, if needed, to the Associate Dean of Medical Education.
Course Withdrawals and “W” Grade

Course withdrawals adhere to the school policy (linked here in Section 2.2).

  • Withdraw (W) Grade:
    • A grade of “Withdraw” (W) is assigned if a student withdraws from a course at any time prior to completion.
    • Students with a W grade must retake the course to be eligible for promotion or graduation.
  • Student Responsibility:
    • Students are responsible for promptly communicating changes to their academic plans to avoid a W grade.
      • Third-Year Students: Must inform relevant parties if they need to delay a clerkship.
      • Fourth-Year Students: Must use the add/drop tool before the course begins or otherwise notify relevant parties.
Changes to Student Status
Leave of Absence (LOA) Request Procedure

Students may petition for a Leave of Absence (LOA) for up to one semester or one year, with a total limit of two years, ensuring compliance with the Chobanian & Avedisian School of Medicine’s six-year completion requirement. Students must petition the Student Evaluation and Promotions Committee (SEPC) both to initiate and return from a leave.

Types of Leave Permitted:

  • Personal or Family Reasons
  • Research
  • Medical Reasons:
    • Prior to beginning a medical leave, your healthcare provider must submit a letter to Dr. Angela Jackson recommending the leave.
    • To petition to return from a medical leave, your healthcare provider must submit a “fit-to-return” letter to Dr. Angela Jackson, confirming your ability to meet the medical curriculum standards. You must also be evaluated as ready to resume the curriculum by Student Health Services.

Procedure for Requesting a Leave of Absence:

  1. Submit a Petition to SEPC
    Complete the SEPC web form: SEPC Petition Form

Prior to Submission:

  • Schedule a meeting with your Student Affairs Office (SAO) Dean unless it is an emergency situation.
  1. After SEPC Approval of LOA
    Complete the official LOA form: LOA Form and submit it via email to camedreg@bu.edu.

Additional Requirements:

  • Meet with Student Financial Services (SFS) to review financial implications.
  • Meet with the Registrar to review administrative obligations and restrictions while on leave.

Once these steps are completed, the Registrar’s Office will update your LOA status across campus systems and with the AAMC.

Procedure for Modified Curriculum

Modified Curriculum Overview and FAQ