Satisfactory Academic Progress (SAP) Policy - Master of Sciences in Medical Sciences Program

Master of Sciences in Medical Sciences (MSMS)- Satisfactory Academic Progress

A Satisfactory Academic Progress (SAP) policy has been established to ensure that students of Master of Sciences in Medical Sciences 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 master students enrolled in the Ponce Health Sciences University - School of Medicine (SOM). Student academic progress is evaluated at the end of each academic semester by the SOM Students Promotion Committee (SPC), which determines whether students comply with promotion and graduation requirements.

General Requirements

• Time Frame for completion of the Academic Program
  • A student of Master of Sciences in Medical Sciences will be allowed a maximum time frame of two semesters of enrollment beyond the standard required for the completion of the program.  Summer enrollment is considered part of the academic year for the purpose of this measure.

• Definition of Full Time
  • Students with an academic load of six credits or more per semester will be considered Full Time Masters students. 
• Definition of Half Time
  • Students with an academic load of three to five credits per semester will be considered Half Time Masters students.
• Definition of Part Time or Less than Half Time
  • Students with an academic load less than three credits per semester will be considered Part Time Masters students or Less Than Half Time student.

• Completion of Program Requirements
  • Course Requirement
    • Students must complete all courses within the established time frame. The Program requires a minimum of 42 credits for graduation.
• Performance Requirement
  • A student must maintain a minimum 3.00 grade point average (GPA) in a scale of 4.00 by the end of each semester. Any student failing to meet a 3.00 GPA standard of performance or failing any course will be referred to the SPC.
• Comprehensive Qualifying Examination Requirement (CQX)
  • A CQX must be taken at the end of the academic year. The maximum time allowed to take this examination is three attempts within one year according to the program time frame.  A passing score for CQX 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.

Grade Requirement

In order to graduate, the student should complete all requirements and maintain a minimum GPA of 3.00 in a scale of 4.00 by the end of the year and pass the CQX.   Satisfactory Academic Progress will be reviewed at the end of each semester.

1. A grade of “F” in any course or student with less than 3.00 GPA will be referred to the Student Promotion Committee (SPC).
2. A grade of “F” in any of the courses or a cumulative GPA less than 3.00 is not allowed. Any F grade must be repeated.  No more than 2 failures are allowed in the Master Program.
3. A student repeating a course or with a GPA less than 3.00 is considered in academic probation.
4. If the student fails to obtain a 3.00 GPA or better after repeating course(s), he/she will be considered for dismissal from the academic program.    
5. Courses with “F” grades will remain on record after they are successfully repeated, but the new grade (s) will be used to compute the GPA.
6. Grade of “P” (Pass) or “NP” (No Pass) is applicable to the CQX.  A grade of “NP” requires repetition. The maximum time allowed to take this examination is three attempts. In case of a third “NP” grade, the student will be considered for dismissal from the academic program.  
7. An “I” (Incomplete) grade will only be allowed under very special circumstances as determined by the faculty member. The student must remove the “I” (Incomplete) by the end of the following semester or an administrative “F” will replace it.
8. A student with less than 3.00 GPA or has No-Pass grade in the CQX is not in satisfactory academic progress and is considered in academic probation.
9. If the dismissal decision is reversed by due process, the student will not be considered in SAP and will be placed on academic probation for one semester.

Academic Probation

Any student failing to meet Ponce Health Sciences University master program performance requirement will be referred to the School of Medicine’s SPC 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. 
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 master’s 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 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 Director 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.

Students who have been notified a decision of the SPC that they must repeat courses or are dismissed from the master’s program, are in their right to appeal the decision within five working days after receiving the official communication.

The appeal or due process presented below must be followed in a timely manner.

The student should request reconsideration in writing addressed to the School of Medicine’s SPC, that must include all relevant documentation to better support their request.  The student has the right to attend and provide information during the discussion of their case by the committee.  The committee, while in session, will evaluate the reasons and evidence submitted to determine if they could change their initial decision.  

If the SPC sustains the adverse decision, the student has the right to appeal to the Dean of Medicine. The appeal must be submitted in writing within five working days after 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.

If an Ad-Hoc Committee is appointed, the Ad-Hoc Committee has forty-eight (48) hours to submit a recommendation to the Dean of Medicine. The Dean of Medicine will consider the Ad-Hoc Committee recommendation and make the final decision within forty-eight (48) hours.

Any decision will be reported to the student in writing. The decision made by the Dean of Medicine is final.

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 Course Director, the Associate Dean for the Master of Science in Medical Sciences or the Vice President for Student Affairs will refer the case to the SPC. If the recommendation of the SPC is to dismiss 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 for 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 for Student Affairs shall have primary responsibility for overseeing this policy and will provide all students a copy of this document upon admission to Ponce Health Sciences University School of Medicine.

The President, the Vice President of Academic Affairs, the Vice President of Student Affairs, he 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.

Rev. August 30, 2023, by the Executive and Policy Committee of the School of Medicine.