Satisfactory Academic Progress (SAP) Policy - Medical Education Program

Medical Education (MD)

A Satisfactory Academic Progress (SAP) policy has been established to ensure that medical students complete the academic program within the acceptable time frame and the minimally accepted quality of performance. This policy also ensures that the Student Financial Aid requirements set forth by federal regulations have been met. The SAP applies to all medical students enrolled in the Ponce Health Sciences University School of Medicine. Student academic progress is evaluated twice each academic year by the SOM Students Promotion Committee, which determines whether students comply with promotion and graduation requirements.

General Requirements

• Time Frame for completion of the Academic Program
  • A medical student will be allowed a maximum time frame of two years of enrollment beyond the standard required to complete the program. Summer enrollment is considered part of the academic year for the measure.
  • The total years to complete the degree include those years accredited on admission to MD Program for transfer students.

• Completion of Program Requirements
  • Course Requirement
    • Students must complete all required courses, clerkships, and electives within the established time frame.
  • Performance Requirement
    • A student must pass each required course, clerkship and elective. Any student failing to meet this standard of performance will be referred to the Students Promotion Committee to determine the action to be taken.
  • Medical Licensure Exam Requirement
    • USMLE Step 1 must be taken and passed before beginning the clerkship phase of the curriculum. A passing score for USMLE Step 2 CK is required for graduation.
  • Professional Behavior Requirement
    • The students must conduct themselves in accordance with the norms for professional conduct set forth by the Ponce Health Sciences University and the corresponding accreditation agencies.
  • Clinical Practice Examination (CPX)
    • All medical students are required to take and pass a Clinical Practice Examination (CPX) at the end of their first clinical academic year.
  • Student Promotions Committee
    • The SOM Student Promotions Committee reviews students’ cognitive and attitudinal aspects of performance to decide if they can advance to the next academic year or graduate, in the case of senior medical students. 

Grade Requirement

The Ponce Health Sciences University Medical Program does not measure academic progress by cumulative grade point average. To graduate, the student should pass all required courses, clerkships, and electives. Satisfactory Academic Progress will be reviewed each semester.

An Incomplete Grade could be assigned following the Institutional Incomplete Grade Policy. The student must complete the “I” (Incomplete) by the following semester, or an - “F” will be recorded for that course. The “I” (Incomplete) grades are part of the academic record, as are the final grades.

Academic Probation

Any student failing to meet Ponce Health Sciences University medical program performance requirement will be referred to the School of Medicine Students Promotion Committee and placed on academic and financial aid probation. The following guidelines will be applied:

1. If the student fails one course, he/she should remediate the deficiency during the summertime. In these cases, an associate dean will notify the student that he/she is under academic probation and authorize summer enrollment.
2. If the student fails two or more courses or fails a course a second time, he/she may be considered for either repetition of courses or dismissal.
3. If the Students Promotion Committee determines that the student must repeat one or more courses during the summer or the next academic year, the student is considered on academic probation.
4. If the Students Promotion Committee determines to dismiss the student from the medical program, the student must be informed about his/her right to appeal.
5. If the dismissal decision is reversed by due process, the student will be considered on academic probation.

Appeal Process

Students referred to the Student Promotions Committee (SPC) will be notified, stating the reasons for the referral and informing them about their right to be heard or provide information to the SPC. Course or clerkship directors should recuse themselves if the student being considered had an unsuccessful outcome in their course. Any Committee member who has a conflict of interest as having personal relations or providing health care to the students must also recuse themselves.

The appeal or due process presented below must be followed.

Students who have been notified of a decision of the SPC that they must repeat an entire year of study or are dismissed from the medical program have the right to appeal to the Dean of Medicine. The appeal must be submitted in writing within five working days of receiving the notification. The Dean of Medicine will evaluate the appeal and the student’s academic record. The Dean can appoint a three-member Ad-Hoc Committee to re-evaluate all evidence. Rejection of the appeal by the Dean is final.

The Ad Hoc committee will notify the student of the date and time when the case will be heard. The student has the right to attend and provide information about their case to the Ad-Hoc Committee. The Dean of Medicine will consider the Ad-Hoc Committee recommendation and make the final decision.

Any decision will be reported to the student in writing. The decision made by the Dean of Medicine is final. During the appeal process, the student has the right to withdraw from the school at any time up to the point when the Dean makes the final decision.

The same process described above will be followed in the case that the adverse decision made by the Committee is for non-academic reasons, such as unacceptable professional behavior. The Department Chairperson, the Associate Dean for Medical Education, or the Vice-President of Student Affairs will refer the case to the SPC. If the SPC recommends dismissing the student, the appeal process described above may be activated.

If an adverse decision is made due to non-academic reasons and the Dean of Medicine sustains the decision after the appeal process, the student may appeal to the Vice President of Academic Affairs and then to the President.

Financial Aid Eligibility

Financial Aid eligibility is contingent upon satisfactory academic progress. Please refer to the institutional policy on Satisfactory Academic Progress published by the Office of Financial Aid.

Enforcement

The Office of the Vice President of Student Affairs shall have primary responsibility for overseeing this policy and will provide all medical students with a copy of this document upon admission to the Ponce Health Sciences University School of Medicine.

The President, the Vice President of Academic Affairs, the Vice President of Student Affairs, the Dean of Medicine, the Associate Dean for Medical Education, the Registrar, and the Financial Aid Director will receive all pertinent data to ensure proper enforcement of the policy here set forth.