The course coordinator functions under the authority of the School of Medicine Curriculum Committee and administration, as part of the organizational locus to facilitate the management of the educational program for the MD degree, as stipulated by the Liaison Committee for Medical Education (LCME).
Canvas is the SOM learning management software and all course materials, including the syllabus, should be published there.
Materials to be Posted in Canvas
MedHub is a web-based electronic management system used by the School of Medicine to organize and report medical school data organization. Processes managed by MedHub include curriculum mapping and the scheduling and administering of evaluations.
Uploading Course Syllabus
The course syllabus must be uploaded into MedHub under the respective course file. There are two roles in which you can log into MedHub, make sure you are in the Course Admin role.
Additional, up-to-date information on curriculum management, including establishing a new course, changing a course director, and course evaluation can be found on the Office of Medical Education website.
Grading & Student Evaluations
Grading and student evaluations are provided by faculty to students for each course in accordance with the school’s guidelines and provided deadlines. Assessment methods include formative, narrative, and summative assessments.
Formal arrangements should be made for the storage of records in a secure environment which can be accessed by appropriate members of the department other than the course director if she or he should become unavailable.
In the M1 and M2 years, each course should submit a summary of the grades following each major examination to the Office of Medical Education as soon as they are finalized.
Final grades are submitted to SAP. All grades should be thoroughly proofed by at least two individuals, one of whom should be the course director, before being submitted.
For most courses, final grades are to be posted within 30 days of the end of the course or receipt of national test (NBME) scores. For courses ending during April and May of the academic year, final course grades are to be posted within 10 days of the end of the course or receipt of external exam scores.
All materials on which grades are based should be retained for at least 6 months following completion of the course/academic unit. Some materials may need to be maintained for longer periods. More information can be found in the AAMC Guidelines for Maintaining Active and Permanent Individual Student Records.
Materials stored in Canvas are automatically archived and do not have to be duplicated.
The release of grades should be completed in accordance with the following guidelines:
Official grades are released through SAP.
It is prohibited to post a publicly accessible list of grades in any form, either on a board or a web page, regardless of the type of identifier utilized.
Grades become final 30 days after release to the students.
Medical students may appeal grades within 14 days of their posting to the registrar’s office. After that time, grades will stand as recorded.
A member of faculty or staff must demonstrate legitimate educational interest or a need to accomplish their official work duties in order to be granted access to a student’s educational record. The faculty or staff may be granted access by the following.
To initiate the request the member of the faculty or staff must complete a Faculty/Staff Access to Student Educational Records form. The Faculty/Staff Access to Educational Records form may be obtained on the School of Medicine website on the faculty page. The form is reviewed by the vice dean or assistant dean for academic affairs for approval. A review of the request with a determination of access will be completed in no more than six business days.
The Faculty/Staff Access to Student Educational Records form will be kept as a part of the student’s record.
Approved by the SOM Deans Council, October 15, 2018
The Executive Faculty shall act as an appeal body for all academic and/or unprofessional behavior matters that concern grades, promotion, conditions imposed by suspension, dismissal, or withdrawal. Students shall be notified of adverse academic decisions such as requirements for remedial work, conditions upon withdrawal, or dismissal. Each student shall be notified of his or her right to appear before the Executive Faculty to appeal such decisions. Any request for appeal must be by written petition to the dean within 14 days of the recommendation of the sanction. Failure to make a written appeal within this 14-day time period shall constitute a waiver of the appeal right and shall result in the sanction becoming final as recommended. A member of the faculty also may appeal to the executive faculty on behalf of a student. During an appeal hearing before the Executive Faculty the student shall be permitted, at his/her expense, to have an adviser or legal counsel represent him or her at the hearing and through all other stages of the disciplinary process. The role of the counsel shall be limited to an advisory capacity only. He/she will not be permitted to make opening or closing statements/question witnesses, or make oral argument. The student is entitled to present witnesses or other evidence, question opposing witnesses, and make opening and concluding statements on his/her own behalf. The Executive Faculty shall record all hearings, and recordings shall be preserved until the time for all avenues of appeal available to the student shall have expired. The executive faculty shall have the right to approve the recommended sanction, impose a lower sanction or no sanction, or impose a harsher sanction than recommended. The Executive Faculty shall render a written decision within ten (10) working days of the completion of the hearing, and shall notify the student with a copy of the written decision. All decisions by the Executive Faculty concerning academic matters are final. The student shall have the right to file a procedural appeal in writing to the Associate Vice Chancellor for Academic Affairs/Provost within five (5) working days. In the case that a procedural violation is found to have occurred, the case will be returned to the point of procedural issue and readdressed.