Medical Student Handbook and Policies

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Policies and Procedures Table of Contents

Mission and Competencies
Body

Technical Standards
Body

Academic Standards
Body

Professional Standards
Body

Student Success
Body

Personal Wellness
Body

Operational Policies
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Other Educational Opportunities
Body

University of Vermont Policies
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Mission and Competencies

Policy 110.00 | Mission Statement: Larner College of Medicine
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Policy Statement

The Vision of the University of Vermont (UVM) is to be among the nation’s premier small research universities, preeminent in our comprehensive commitment to liberal education, environment, health, and public service.

In support of this vision, the Mission of the Robert Larner, M.D. College of Medicine at The University of Vermont is to educate a diverse group of dedicated physicians and biomedical scientists to serve across all the disciplines of medicine; to bring hope to patients by advancing medical knowledge through research; to integrate education and research to advance the quality and accessibility of patient care; and to engage with our communities to benefit Vermont and the world.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

1.0 Mission, Planning, Organization, and Integrity

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 3/21/2023 Policy Edited [Medical Curriculum Committee]
  • 6/4/2025 Policy Edited

Policy Oversight

Office of the Dean

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Policy 120.00 | Vision Statement: Medical Education
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Policy Statement

We will be a college of medicine respected by our peers for our innovative and outstanding teaching. We will be distinguished by preparing graduates who achieve excellence in their chosen fields and who demonstrate extraordinary compassion and commitment to the service of patients, the medical profession and the community.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

1.0 Mission, Planning, Organization, and Integrity

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 3/21/2023 Policy Edited [Medical Curriculum Committee]
  • 6/4/2025 Policy Edited

Policy Oversight

Senior Associate Dean for Medical Education

University of Vermont (UVM) is to be among the nation’s premier small research universities, preeminent in our comprehensive commitment to liberal education, environment, health, and public service.

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Policy 130.00 | Competencies and Medical Education Programmatic Objectives
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Policy Statement

Graduates of the Robert Larner, M.D. College of Medicine at The University of Vermont medical education program will be proficient in the following competencies:
 

1. Competency: Patient Care
Objectives:

         1a. Demonstrate skills in core activities required for patient care including establishing rapport, collecting a patient history, and performing a physical examination.
         1b. Interpret clinical findings, make appropriate use of tests and procedures, formulate assessments, and develop effective plans to diagnose, treat, and prevent health problems and promote patient health.
         1c. Demonstrate compassion, courtesy, and respect for the social and cultural perspective of the patient.
 

2. Competency: Medical Knowledge
Objectives:

        2a. Demonstrate knowledge of established and evolving biomedical, clinical, epidemiological, and social-behavioral sciences related to the practice of medicine.
        2b. Apply scientific knowledge to explain determinants of health, mechanisms and consequences of diseases, and principles underlying methods of diagnosis, treatment, prevention, and health promotion, at individual and population levels in current and evolving health care settings.
        2c. Interpret and analyze information to develop appropriate diagnostic assessments and plans for treatment, disease prevention, and promotion of health.
        2d. Locate, evaluate, and synthesize information required for patient care from the medical literature using appropriate resources and technology.
        2e. Demonstrate behaviors of continuous self-directed learning skills, including self-assessment and reflection, identification of knowledge gaps, and recognition of lifelong learning.
 

3. Competency: Practice-Based Learning and Improvement
Objectives:


        3a. Apply principles of evidence-based medicine to inform patient care in current and evolving health care settings, including for diagnosis, treatment, and prevention of health problems and for promotion of health.
        3b. Teach and perform research to contribute to the education of other health professionals.
        3c. Demonstrate practices of self-assessment and continuous improvement, based on reflection and feedback, of the knowledge skills, and attitudes required for patient care in current and evolving health care settings.
 

4. Competency: Interpersonal and Communication Skills
Objectives:


        4a. Communicate and collaborate effectively with patients, families, and health professionals to provide compassionate, appropriate, and effective patient care.
        4b. Communicate appropriately and effectively with patients, families, and the public across a broad range of socioeconomic and cultural backgrounds.
 

5. Competency: Professionalism
Objectives:


        5a. Behave in accordance with professional and ethical principles, including but not limited to altruism, compassion and empathy, accountability and responsibility, excellence and scholarship, duty and service, social responsibility, honor and integrity, respect, and cultural humility.
 

6. Competency: Systems-Based Practice
Objectives:


        6a. Demonstrate understanding of the essentials for collaborative teamwork including interprofessional team dynamics, communication skills, and conflict resolution within the context of a well-functioning team.
        6b. Demonstrate awareness of and responsiveness to the larger context of systems of health care through effective use of system resources, coordination of care, and practices that enhance quality and safety.
        6c. Participate in the care of patients as an integrated member of an effective health care team.

The Robert Larner, M.D. College of Medicine at The University of Vermont requires successful completion of three levels of study before the Doctor of Medicine degree is awarded. The curriculum is continually updated based on innovation and evaluation by students and faculty members; however, the basic concept of developing outstanding practitioners remains constant. The rules and guidelines set forth in the Medical Student Handbook have been formulated to ensure that students are able to meet these competencies and related objectives to assure the public and the medical profession that graduates can fulfill their duties as physicians.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

6.0 Competencies, Curricular Objectives, and Curricular Design

History

  • 12/18/2012 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 5/19/2020 Title Changed [Medical Curriculum Committee]
  • 8/6/2020 Policy Revised [Medical Curriculum Committee]
  • 3/24/2021 Title Changed [Medical Curriculum Committee]
  • 6/4/2025 Policy Edited

Policy Oversight

Senior Associate Dean for Medical Education

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Technical Standards

Policy 300.00 | Technical Standards for Admission, Advancement, and Graduation
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Policy Statement

The University of Vermont (UVM) Larner College of Medicine (LCOM) is an educationally purposeful and welcoming community, and strives to attract and educate students who will demonstrate professionalism through our core values of integrity, accountability, compassion, altruism, and social responsibility and rely on cultural humility, kindness, and respect, to guide daily interactions. LCOM understands the importance and value in considering all applicants and educating all students independent of their held identities in accordance with the UVM Equal Opportunity in Educational Programs and Activities and Non-Harassment Policy Statement.

The Larner College of Medicine’s Technical Standards include essential academic and non-academic abilities, attributes, and characteristics in the areas of 1) intellectual-conceptual, integrative, and quantitative abilities; 2) observational skills; 3) communication (verbal and non-verbal; 4) motor function (gross and fine muscular movements, balance, and equilibrium); 5) emotional resilience; 6) behavioral and social skills; and 7) ethics and professionalism.

A medical school applicant or enrolled medical student must possess or be able to meet these technical standards, with or without reasonable accommodation(s), for admission to, retention in, and graduation from our medical educational program. LCOM Medical Student Handbook Policy 310.00 Support for Disabilities outlines LCOM’s procedures for exploring accommodation(s) eligibility and additional academic support services on the basis of disability.

Policy Elaboration

  1. Earning a Doctor of Medicine (MD) degree requires mastery of a coherent body of knowledge and skills as well as the ability to integrate, synthesize, and apply such knowledge and skills in a broad-based practice. The undifferentiated LCOM MD degree affirms that any recipient holds the general knowledge, skills, and abilities to function in a variety of clinical situations and the capacity to enter residency training and qualify for medical licensure. Medical students must achieve proficiency in multiple competencies throughout their medical education, as defined in the Medical Student Handbook Policy 130.00 Competencies and Medical Education Programmatic Objectives.
  2. Students must meet the following technical standards for admission, advancement, and graduation, with or without reasonable accommodation(s):
    1. Intellectual-Conceptual, Integrative, and Quantitative Abilities
      1. Possess and demonstrate the analytical, conceptual, integrative, quantitative, and reasoning skills that are critical to synthesize and integrate large volumes of information from diverse sources.
      2. Efficiently apply the skills outlined above (2.a.i) to solve medical problems and deliver appropriate patient care.
      3. Comprehend and adapt to different educational environments and learning modalities.
      4. Participate in and engage with the LCOM curriculum, including but not limited to laboratory instruction (e.g. cadaver lab), demonstration of physical exams, small-group, team, and other collaborative activities; independent and self-directed learning and review; preparation and presentation of reports; and use of computer technology.
    2. Observational Skills
      1. Participate in all activities requiring observation and processing of information.
      2. Possess and demonstrate skills required for perception and interpretation of visual, auditory, and tactile information, to assess a patient and accurately evaluate findings.
    3. Communication (verbal and non-verbal)
      1. Communicate and transmit information effectively, efficiently, and sensitively with all members of the learning environment (patients, patients’ families, health care personnel, peers, colleagues, faculty, staff, and all other individuals).
      2. Interpret and accurately document both verbal and non-verbal communication from others.
      3. Communicate with, examine, and provide care for all patients, without discrimination or bias.
    4. Motor Functioning (gross and fine muscular movements, balance, and equilibrium)
      1. Perform physical examinations and diagnostic interventions on patients in accordance with accepted medical practice.
      2. Demonstrate sufficient motor movements required to provide or direct general or emergency care to patients.
    5. Emotional Resilience
      1. Manage stressful and demanding workloads.
      2. Adapt to changing environments, display flexibility, and learn in the face of the uncertainty inherent to the clinical problems of patient and clinical settings.
      3. Demonstrate the emotional abilities required for intellectual engagement, exercise of good judgment, personal accountability, prompt completion of all responsibilities necessary for the diagnosis and care of patients, and the development of mature, sensitive, and effective relationships with all members of the learning environment.
    6. Behavioral and Social Skills
      1. Demonstrate ongoing motivation, engagement, and collaboration with patients, patients' families, health care personnel, peers, colleagues, faculty, staff, and all other individuals within academic, clinical, and community settings. 
    7. Ethics and Professionalism
      1. Model professionalism and a professional demeanor consistent with the Larner Professionalism Policy and the Appearance in a Healthcare Setting Policy.
      2. Engage in mature and respectful interactions with patients, patients’ families, health care personnel, peers, colleagues, faculty, staff, and all other individuals.
      3. Consistently appreciate and preserve patient confidentiality.
      4. must be free from influence impairment from regulated and controlled substance in all academic and clinical environments.
      5. Abide by local, state, and federal laws, as well as all UVM and LCOM policies.
      6. Immediately notify the Associate/Assistant Dean for Students of any conviction for a felony offense, misdemeanor offense, or findings from an institutional investigation that were not addressed during the application process, after matriculation, and anytime during medical school.
      7. Maintain and display ethical and moral behaviors commensurate with the role of a physician in all interactions with patients, patients’ families, health care personnel, peers, colleagues, faculty, staff, and all other individuals.
      8. Understand the legal and ethical aspects of the practice of medicine and function within the law and ethical standards of the medical profession.

Applicability of the Policy

All Medical Students and Applicants

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 10.5 Technical Standards

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 12/18/2018 Policy Revised [Medical Curriculum Committee]
  • 12/17/2019 Policy Revised [Medical Curriculum Committee]
  • 12/15/2020 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edit [Medical Curriculum Committee]
  • 1/18/2022 Policy Revised [Medical Curriculum Committee]
  • 12/20/2022 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 6/18/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate Dean for Admissions; Associate/Assistant Dean for Students

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Policy 310.00 | Support for Disabilities: Technical Standards and Provision of Americans with Disabilities Act Accommodations
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Policy Statement

The Robert Larner, M.D. College of Medicine at The University of Vermont is committed to assisting learners with disabilities reach their full potential and succeed in our educational environment. The **Technical Standards for Admission, Advancement & Graduation** (“Technical Standards”) is made available to all prospective, admitted and current students via the College website, admissions platform, and referenced in all admissions marketing materials. Current or prospective students can, at any point, work with UVM Office of Accessibility Services (OAS) to confidentially explore eligibility for an Americans with Disabilities Act (ADA) accommodation to meet technical standards and to ensure equal access to education materials and experiences.

All candidates for admission to the Robert Larner, M.D. College of Medicine at The University of Vermont will be considered using established Larner College of Medicine Admissions criteria.

The Robert Larner, M.D. College of Medicine at The University of Vermont is committed to protecting the privacy of all learners throughout this process. In addition, early and ongoing communication with the Office of Medical Education (i.e., curriculum and student support administrators) is essential to a successful partnership in arranging and successfully implementing ADA accommodations.

Policy Elaboration

Process
Step 1: Review Technical Standards for Advancement & Graduation

Upon acceptance to the UVM LCOM, the student will be referred to the Larner College of Medicine Technical Standards on the admissions platform where they will affirm that they can meet the Technical Standards, with or without reasonable accommodation.

To learn more about disability services and ADA accommodations procedures at UVM LCOM, please visit the Accessibility Information section of the Academic Achievement webpage and the Office of Accessibility Services (OAS) webpage. Appointments with OAS can take place remotely, via phone, or in person with the OAS Health Sciences Disability Coordinator.

Step 2: Contact UVM Office of Accessibility Services (OAS)

A prospective, waitlisted, or accepted applicant or student in the Larner College of Medicine may contact OAS to explore or initiate the process of requesting reasonable ADA accommodations at any point in order to meet the Technical Standards and to seek clinical site exemptions.

Step 3: Provide documentation of your disability

OAS will work with a student by securing documentation and determining what may constitute reasonable accommodations within the Larner College of Medicine curriculum. For the purpose of determining reasonable accommodations that do not compromise the integrity of the Technical Standards, OAS may at its discretion ask that the accepted applicant or student respond to questions regarding the limitations that affect their ability to meet the technical standards. Students are encouraged to send disability documentation in advance of an intake appointment, however, can also bring documentation to the appointment. Students are encouraged to provide all historical documentation for evaluation. Guidance will be provided regarding the extent and type of documentation needed after an intake appointment. Students who do not have documentation of their condition, and/or who believe they have an undiagnosed condition, should contact OAS for consultation.

Step 4: Determine eligibility and accommodations

OAS will review all requests for ADA accommodations, taking into consideration the information provided during the intake meeting, all supporting/relevant documentation, and the requirements of the Larner College of Medicine to determine eligibility for services, and, if appropriate, recommend specific accommodations. OAS will work directly with the corresponding curriculum and student support administrators to ensure that the requested accommodations uphold the essential features of the curriculum and technical standards.

Step 5: Accessing accommodations

If a student is eligible for ADA accommodations, they will meet with OAS’ Health Science Disability Coordinator to review policies and procedures regarding the provision of accommodations. OAS will provide the student with a copy of their accommodation letter that describes their eligibility for services. Once the student receives an accommodation letter from OAS, they must submit this document to the Office of Medical Education’s Assistant Director of Student Well Being, or as otherwise instructed by OAS. The Office of Medical Education will confirm receipt of the letter and provide the student with any required next steps for formal implementation.

It is the student’s responsibility to proactively follow up with SAS and the Director of Academic Achievement to ensure that the most current accommodation letter has A) been received by the Office of Medical Education and B) is being implemented accordingly for current and upcoming curricular levels, and that C) any necessary implementation plans are finalized. Further, it is the student’s responsibility to follow any written implementation instructions, or “next steps” provided by Office of Medical Education staff. Any concerns related to implementation of an ADA accommodation should be reported to SAS, the Director of Academic Achievement, and the Associate Dean for Students in a timely manner.

If the recommended accommodations cannot be provided, the student may appeal the decision through OAS and/or discuss with an Associate/Assistant Dean for Students.

ADA accommodations are approved after OAS’ thoughtful analysis of the student’s disability-related needs, the university’s programs and curricula, and the university’s legal obligations under the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act. The intent of all reasonable accommodations is to provide students with disabilities equal opportunity; not to lessen or undermine academic standards. The interactive process for determining “reasonable accommodations” for medical students is outlined in the flowchart included below.

LCOM_Accomendations_Request_Process

View/download/print/share PDF version of the "LCOM Accommodations Interactive Process" flowchart...

Applicability of the Policy

All Medical Students and Applicants

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 10.5 Technical Standards
  • 11.0 Medical Student Academic Support, Career Advising, and Educational Records

History

  • 5/12/2015 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 12/8/2015 Policy Revised [Medical Curriculum Committee]
  • 8/3/2016 Policy Edit (ACCESS changed to SAS) [Medical Curriculum Committee]
  • 12/20/2016 Policy Revised [Medical Curriculum Committee]
  • 3/21/2017 Policy Revised [Medical Curriculum Committee]
  • 12/15/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 8/6/2020 Policy Edit [Medical Curriculum Committee]
  • 2/16/2021 Policy Edit [Medical Curriculum Committee]
  • 9/21/2021 Policy Edit [Medical Curriculum Committee]
  • 9/20/2022 Policy Revision [Medical Curriculum Committee]
  • 9/18/2023 Policy Revision [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 6/18/2024 Policy Revised [Medical Curriculum Committee]
  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate Dean for Admissions pre-matriculation; Associate/Assistant Dean for Students post-matriculation (Director of Academic Achievement)

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Academic Standards

Policy 490.00 | Matriculation Requirements
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Policy Statement

To enroll in the University of Vermont Larner College of Medicine (LCOM), all students must:

  1. Be a United States citizen, permanent resident, or have Deferred Action for Childhood Arrivals (DACA) immigration status.
  2. Agree to abide by the provisions of the Medical Student Handbook, including Tenets of Professionalism and the Student Honor Code.
  3. Provide evidence of graduation from all degree-bearing programs that were ongoing at the time of acceptance.
  4. Affirm that they can meet the technical standards of the LCOM, with or without reasonable accommodation.
  5. Affirm familiarity with Medical Student Handbook Policy 130.00 Competencies and Medical Education Programmatic Objectives.
  6. Submit to a criminal background check.
  7. Provide documentation of immunization for communicable diseases and comply with all LCOM requirements for working in a health care environment. The Larner College of Medicine uses the Association of American Medical College’s (AAMC) Standardized Immunization Form to document their related records.
  8. Have active health insurance.
  9. Have a valid United States driver's license and access to a functional vehicle prior to the required clinical experiences that begin with Doctoring in Vermont (DIV).

Applicants officially become students of the LCOM on the first day of Orientation.

Applicability of the Policy

Admitted Applicants/Foundations Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 10.5 Technical Standards
  • 12.6 Student Health and Disability Insurance
  • 12.7 Immunization Requirements and Monitoring

History

  • 2/18/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/16/2016 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 7/19/2022 Policy Edited [Medical Curriculum Committee]
  • 5/16/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate Dean for Admissions pre-matriculation; Associate/Assistant Dean for Students post-matriculation

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Policy 500.00 | Academic Progress
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Policy Statement

The four-year Vermont Integrated Curriculum is designed to achieve six overarching competencies through sequential progression through the components: Foundations (Year 1 and Year 2), Clerkships, and Advanced Integration Levels. Specific courses and requirements are listed in The Vermont Integrated Curriculum and in the syllabi found in the Larner College of Medicine Educational Tools (COMET) Vermont Integrated Curriculum Portal (VIC Portal). Student  advancement to graduation is also dependent on passing global assessments of competency through Clinical Skills Examinations, nationally-normed cognitive examinations and United States Medical Licensing Examinations. Students advancing through the curriculum agree to be familiar with and abide by the rules, regulations, policies, and procedures governing attendance, assessment, academic standards, academic progress, and course and curriculum evaluation.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.1 Program and Learning Objectives
  • 10.3 Policies Regarding Student Selection/Progress and Their Dissemination

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised Medical Curriculum Committee]
  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]
  • 03/19/2024 Policy Revised [Medical Curriculum Committee]
  • 5/20/2025 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Services Coordinator)

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Policy 510.10 | Attendance: Foundations Level
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Policy Statement

Student attendance and participation is expected in any activity in which students contribute to the learning of others (Team-Based Learning, Case-Based Learning, Problem-Based Learning, Workshop, Integrative Review, Reflection, Research, Laboratories, Simulation, experiential clinical learning). An excused absence is required for mandatory sessions (listed in course syllabi and any activity involving patient care, including standardized patients) and sessions with a graded element (readiness quiz, iRAT/gRAT). Attendance may be recorded at mandatory activities.

Students may be excused from learning activities:

  • to see a health care practitioner for any reason (for acute or primary care, psychotherapy, etc.)
  • to attend advising or counseling meetings that pertain to their professional, personal, or academic life (e.g. attending appointments with the Office of Student Accessibility Resources)
  • when there are conflicts with a major holiday of personal significance
  • in the event of extenuating circumstances, such as personal events, personal illness, or serious illness in the family
  • due to disability-related circumstances
  • to present academic work at national meetings (ordinarily allowed two days away from course activities, a travel day and the day of the presentation)

Policy Elaboration

Excused absence request procedure:

  1. Before an absence and whenever possible prior to the start of a course, the student may request an excused absence. To initiate the process, the student must populate the “Excused Absence Student Request” fields located on their OASIS “Exam Delay/Excused Absence Requests” academic history tab, which will notify the Associate/Assistant Dean for Students the pending request.
  2. The Associate/Assistant Dean for Students (or designee) will then indicate their decision on the “Excused Absence Decision” fields, approving or denying the requested excused absence and advising the student about related policies.
  3. Upon receiving the decision, the Office of Medical Student Education Curriculum Level Coordinator will notify the Course Director and any other necessary course personnel of the approved absence.
  4. The student is responsible for communicating with the Course Director to identify any curricular activities required to make up for the absence. Failure to complete required course work will result in a grade of Incomplete or Fail.

Applicability of the Policy

Foundations Level Students

Related Larner College of Medicine Policies

560.00 Satisfactory Academic Progress

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

8.8 Monitoring Student Time

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 7/21/2015 Policy Edit [Medical Curriculum Committee]
  • 6/28/2018 Policy Edit [Medical Curriculum Committee]
  • 9/18/2018 Policy Revision [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 12/7/2020 Policy Revised [Medical Curriculum Committee]
  • 12/14/2021 Policy Revised [Medical Curriculum Committee]
  • 2/15/2022 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Reviewed [Medical Curriculum Committee]
  • 6/17/2025 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Director of Foundations and Pre-Clinical Assessment

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Policy 510.30 | Attendance: Clerkship Level
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Policy Statement

Students are expected to be in attendance on all working days during the Clerkship Level, including scheduled weekends and nights. They are required to satisfy the objectives of each Clerkship Level course. Medical students enrolled in clinical clerkship rotations are an important part of the medical community with responsibilities to patients, clinical team members, and self. Absences have a significant impact on all parties. When requesting an excused absence, students are expected to behave with integrity, to demonstrate accountability and social responsibility in accordance with the LCOM Professionalism Statement and the Student Honor Code, and to consider the impact of the absence on the clinical course stakeholders –including clerkship/course coordinators and directors, the faculty/residents who teach in the clerkship/course, and most importantly, the patients.

Policy Elaboration

It is understood that medical students may need to be absent for various reasons (e.g., unexpected illness, personal events of significance, presenting at an academic conferences). This policy statement is intended to clarify the Larner College of Medicine’s (LCOM) Office of Medical Education (OME) rules regarding planned and unplanned absences and make-up days/work. While Clerkship Directors are asked to follow these guidelines in most circumstances, certain situations may arise where the discretion of a Clerkship Director supersedes these guidelines and a student may be required to make up a day or work, even when the thresholds listed above are not met.

This policy applies to all Clerkship Level courses.

All Absences
  1. All excused absences will be monitored and must be approved through the OME by the Associate Dean for Students or their designee to ensure the student is maintaining satisfactory progress toward fulfilling program and course objectives.
  2. Students must submit an excused absence request for a planned absence through their “Excused Absences” academic history tab in OASIS. Upon submission, the request will be reviewed, possibly modified, and approved or not approved by the Associate Dean for Students or their designee.
  3. If an excused absence request falls on the day of an exam, including a clinical skills exam, the student must also submit an Exam Delay Request.
  4. The student is required to work closely with the Associate Dean for Students or their designee and Clerkship Directors to coordinate time away/absences, and to adhere to the make-up time and/or work provisions listed below.
  5. For the purposes of this policy, a full day is equivalent to eight hours. Students must estimate the amount of time they will be away in their request (e.g., a specified limited number of hours, a half-day, or a full day).
Planned Absences
  1. Students must submit an excused absence request at least 30 days in advance of a planned absence through their “Excused Absences” academic history tab in OASIS.
  2. Students may not be absent until the request is reviewed and approved by the Associate Dean for Students or their designee.
  3. The student and the OME, in collaboration, are responsible for notifying clerkship directors, coordinators, and direct supervisors (i.e., attendings and residents) of an approved excused absence.
  4. Privacy will be maintained by all parties.
    1. The OME will not disclose the reason for a student’s absence.
    2. Students are not required to disclose the reason for their absence beyond OME.
  5. Planned absences during essential activities such as clerkship orientations, overnight or weekend calls, clinical-skills exams, mid-rotation feedback meetings, and end of clerkship shelf exams are not allowed for non-medical reasons and are discouraged for healthcare appointments. Students should make a good faith effort to avoid scheduling healthcare appointments during these essential activities. If this is unavoidable, the student should explain why in their excused absence request. The Associate Dean for Students or their designee may consider exceptions if the following conditions are met:
    1. The student has met with and discussed the situation with the Associate Dean for Students.
    2. There are extenuating circumstances as assessed by the Associate Dean for Students.
    3. The Associate Dean for Students approves the absence.
    4. The student has developed a plan with the clerkship director to make-up missed time and activities.
Non-Medical Reasons

Planned absences for non-medical reasons may be requested in half-day or full-day increments for personal, professional, or academic events (e.g., weddings, cultural/religious observances, an academic conference presentations, etc.).

Medical Reasons

Students are expected to seek necessary healthcare to maintain their physical, mental, and dental well-being. Examples of necessary healthcare include stand-alone or recurring appointments for preventive health services and screening (e.g., annual check-ups, routine dental cleaning, and vaccinations), new and follow-up visits for acute illness, ongoing care for chronic illnesses, physical therapy, and counseling and psychological services. Consistent with University policies and the law, students have a right to privacy when seeking care. A student’s decision to seek healthcare during a clerkship will have no impact on their performance assessment.

  1. Students requiring more than five consecutive excused absence days for a planned health-related reason, must contact the Director of Student Wellbeing or the Associate Dean for Students.
  2. If a student has recurring medical appointments, the students is required to meet with the Director of Student Wellbeing prior to submitting an excused absence request through OASIS to facilitate a plan to minimize time away from clerkship rotations and maximize their clinical educational opportunities. The Director of Student Wellbeing will work with the student to identify the best time to be absent for each Clerkship Level course.

    For recurring healthcare appointments, the cumulative hours missed will be added up and counted towards the student’s total days missed. Eight hours of time away for healthcare appointments will equate to one missed day.
Unplanned Absences

Unplanned absences are those that are due to unexpected illness (physical or mental) or personal or family emergencies.

Unplanned absences during essential activities such as clerkship orientations, overnight or weekend calls, clinical-skills exams, mid-rotation feedback meetings, and end of clerkship shelf exams should be rare and only for significant illness or emergency. The student must develop a plan with the clerkship director to make-up missed time and activities.

Privacy will be maintained by all parties.

  1. To maintain student privacy with unplanned absences, when submitting an excused absence request the student may state they have an "illness," “personal emergency,” or "family emergency" (which includes serious illness or death of a close family member). Students are not required to disclose the reason for an unplanned absence beyond this.
  2. The OME will not disclose the reason for a student’s absence.
Making Up Missed Clerkship Level Days/Work
  1. For any reason, planned or unplanned, students are allowed a maximum of ten days away from the Clerkship curriculum.
    1. For any six- or seven-week rotation, students are allowed a maximum of two days of excused absence, anything over this will require make-up days/work.
    2. For three and a half-week rotations, students are allowed a maximum of one day of excused absence, anything over this will require make-up days/work.
    3. For one-week bridge rotations, students are allowed a maximum of four hours of excused absence, anything over this will require make-up days/work.
    4. For any two- to three-week block within a clerkship, i.e., a two-week inpatient block in Pediatrics or a two-week block on labor and delivery, students are allowed a maximum of one day of excused absence, anything over this will require make-up days/work.
  2. Any student missing more than ten days throughout their clerkship year will be referred to the Associate Dean for Students for further discussion to assess the student’s need for extra support, and the student will be required to make up days/work.
  3. Make-up days may fall on weekends, holidays, vacation time, or night shifts and be done when it works best for the clerkship and does not interfere with the education of other learners.
  4. The student must work with the clerkship director to determine the appropriate make up time and activities.

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

8.8 Monitoring Student Time

History

  • 05/20/2014 Policy Adopted [Medical Curriculum Committee]
  • 08/26/2014 Policy Revised [Medical Curriculum Committee]
  • 07/21/2015 Policy Revised [Medical Curriculum Committee]
  • 06/19/2018 Policy Revised [Medical Curriculum Committee]
  • 09/18/2018 Policy Revised [Medical Curriculum Committee]
  • 03/17/2020 Reformatted [Medical Curriculum Committee]
  • 09/30/2020 Policy Revised [Medical Curriculum Committee]
  • 12/7/2020 Policy Revised [Medical Curriculum Committee]
  • 12/15/2020 Policy Edited [Medical Curriculum Committee]
  • 02/16/2021 Policy Edited [Medical Curriculum Committee]
  • 02/15/2022 Policy Revised [Medical Curriculum Committee]
  • 03/21/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Clerkship Curriculum

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Policy 510.40 | Attendance: Advanced Integration Level
Body

Policy Statement

Students are expected to attend all required sessions while on clinical rotations.

Students may be excused from learning activities:

  • to see a health care practitioner for any reason (for acute or primary care, psychotherapy, etc.)
  • to attend advising or counseling meetings that pertain to their professional, personal, or academic life (e.g. attending appointments with the Office of Student Accessibility Resources)
  • when there are conflicts with a major holiday of personal significance
  • in the event of extenuating circumstances, such as personal events, personal illness, or serious illness in the family
  • to present academic work at national meetings (ordinarily allowed two days away from course activities, a travel day and the day of the presentation)
  • to participate in the residency interview process

Policy Elaboration

Excused absence request procedure:

  1. Before an absence and whenever possible prior to the start of a rotation, a student may request an excused absence. To initiate the process, the student populate the “Excused Absence Student Request” fields located on their OASIS “Exam Delay/Excused Absence Requests” academic history tab, which will notify the Associate/Assistant Dean for Students the pending request. Please note, an Excused Absence Request is not required to participate in the residency interview process.
  2. The Associate/Assistant Dean for Students (or designee) will then indicate their decision on the “Excused Absence Decision” fields, approving or denying the requested excused absence and advising the student about related policies.
  3. Upon receiving the decision, the Office of Medical Student Education Curriculum Level Coordinator will notify the Course Director and any other necessary course personnel of the approved absence.
  4. The student is responsible for communicating with the Course Director to identify any curricular activities required to make up for the absence, including absences due to participation in residency interviews. Failure to complete required course work will result in a grade of Incomplete or Fail.
  5. Unless otherwise specified by the course director, remediation is expected when a student is absent for more than one scheduled clinical shift during a two-week rotation or more than 2 clinical shifts during a four-week rotation. This remediation is at the discretion of the course director and may include rescheduling shifts and/or virtual/asynchronous learning as deemed necessary to meet the rotation’s goals and objectives.

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

560.00 Satisfactory Academic Progress

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

8.8 Monitoring Student Time

History

  • 5/20/2014 Policy Adopted [Medical Curriculum Committee]
  • 8/26/2014 Policy Revised [Medical Curriculum Committee]
  • 7/21/2015 Policy Revised [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 12/7/2020 Policy Revised [Medical Curriculum Committee]
  • 12/15/2020 Policy Edited [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 2/15/2022 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Advanced Integration

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Policy 518.00 | Clinical Campus Site Assignment
Body

Policy Statement

During the admissions process, the University of Vermont Larner College of Medicine (LCOM) offers two campuses for clinical level training, one in Vermont and one in Connecticut. After students interview at the Larner College of Medicine, they complete a form indicating their clinical campus preference and are accepted to one of these two clinical campuses. Students can request a change in clinical campus after acceptance and prior to matriculation through the Campus Assignment Appeal process contingent upon available space at the requested campus. During the pre-clerkship curriculum (Foundations Level), there is a process for a medical student to request a change of clinical campus when circumstances support a change. Note that all final decisions will be dependent on clinical capacity considerations. Thus, there is no guarantee that campus change requests will be accommodated.

Policy Elaboration

The Office of Medical Student Admissions will be responsible for clinical campus assignments prior to a student’s matriculation.

Formal requests for reassignment to an alternate campus will be considered by the Office of Medical Education (OME).

Clinical Campus Change Requests

To be considered for a clinical campus change, the student must file a Clinical Campus Change Request Form and submit it through OASIS no later than noon on the first day of September of Foundations Level Year Two. Campus change considerations will be made for students who meet one of the following categories:

  • When a student has a significant medical condition or disability that requires ongoing treatment in a specific location or limits their ability to travel to their current clinical campus and changing campuses would positively address the issue.
  • When a student’s ability to be placed at their current clinical campus is inhibited by a responsibility to provide care to a family member with a significant medical condition and where changing campuses would positively address the issue.
  • When a student is experiencing an articulable hardship that would make it impossible to continue in medical school if required to change campuses.

A change may not be possible unless there is a vacant learner position on the desired clinical campus to accommodate the request.

  • When the number of students desiring to change to a specific clinical campus exceeds the number of vacancies on that campus, a lottery system will be used to determine which students are able to make a campus change.

If the clinical campus change request is based on a documented disability, students must contact Student Accessibility Services at the University of Vermont (SAS). An in-person or phone narrative plus documentation that meets the SAS guidelines is required. Requests for Americans with Disabilities Act (ADA) site exemption eligibility must be communicated to SAS, with complete documentation, no later than noon on the first day of August to allow for processing relative to the Clerkship scheduling. Note: this process could take up to four weeks; also note that incomplete requests for ADA accommodations received by SAS after the annual August 1 deadline are not guaranteed to be processed by the annual September 1 OASIS request form deadline. Please reach out to SAS for additional information on deadline and documentation requirements.

IMPORTANT: Documentation to support a medical request should not include any personal medical information. When working with SAS, medical information should be submitted directly to SAS, and only the SAS accommodation letter should be uploaded to OASIS with the Clinical Campus Change Request Form. If space is not available, the student can meet with the Director of Student Support or the Associate/Assistant Dean for Students to discuss alternative options.

Upon receipt of the electronic request, including any supporting documents, the Office of Medical Education in conjunction with the Associate/Assistant Dean for Students or designee, will review and may reach out to the applicant for a meeting if additional details are needed to process the request.

Requests will be reviewed and approved or denied by the Clinical Campus Change Committee, the membership of which will include the following:

  • an Assistant/Associate Dean for Students
  • a student representative who is a third- or fourth-year member of student council assigned by that group,
  • an Office of Inclusive Excellence representative appointed by that office
  • a member of the admissions team appointed by the Associate Dean of Admissions

The committee will meet once per year, after the close of applications, and will render a decision no later than the 15th of September.

Any requests not approved by the committee will be included in the lottery, if there are vacancies to accommodate additional clinical campus changes. If no availability for changes exists, the lottery will not be held.

Temporary Clinical Campus Reassignment Requests

In cases where an unexpected issue arises during the Clerkship Level that would be mitigated through temporary reassignment to the other clinical campus, students have the option to request a temporary reassignment for an upcoming clerkship. To apply for a temporary reassignment, students will need to complete and submit the request form through OASIS. Note, if the temporary request is related to an illness or disability, students must go through the Student Accessibility Services (SAS) Office for documentation as described below.

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

10.9 Student Assignment

History

  • 2/18/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 6/16/2020 Policy Revised [Medical Curriculum Committee]
  • 9/2/2021 Policy Revised [Medical Curriculum Committee]
  • 6/20/2023 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Edited [Medical Curriculum Committee]

Policy Oversight

Associate Dean for Admissions; Associate/Assistant Dean for Students; Assistant Dean, Clerkship Curriculum

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Policy 520.00 | Transportation to and at Training Sites
Body

Policy Statement

Students are required to have access to personal transportation during all levels of the Vermont Integrated Curriculum (VIC). All students must have a valid United States driver’s license and have access to an insured, working vehicle to meet this requirement. With respect to this transportation requirement, students with disabilities  are responsible for requesting reasonable accommodations from the University in accordance with the UVM Accessibility Policy.

Policy Elaboration

Students are not expected to travel to clinical sites in unsafe conditions. Students should avoid driving in conditions that may lead to loss of control—driving while sleepy or inattentive, or driving too fast for road conditions. If weather is inclement, students should delay travel until weather and road conditions improve. If students are driving a UVM owned or rented vehicle, they must comply with the UVM Driver Safety and Motor Vehicle Use Policy.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies/Resources

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 12/20/2016 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 12/17/2019 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 1/16/2024 Policy Edited [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 523.00 | Site Assignments: Advanced Integration Level
Body

Policy Statement

The Robert Larner, M.D., College of Medicine at the University of Vermont Advanced Integration Level of the curriculum includes clinical opportunities to complete required Internal Medicine (IM) Acting Internship and Emergency Medicine (EM) rotations at the University of Vermont Health Network and at our affiliate sites with the Connecticut Branch Campus of the Larner College of Medicine. Scheduling of these two required courses is accomplished through a lottery process that restricts students to placement based on their assigned campus: Connecticut Branch Campus students are enrolled in Connecticut IM and EM rotations, and Vermont Campus students are enrolled in Vermont rotations. Additionally, due to capacity considerations, “student choice” acting internships offered at the Connecticut sites are intended for Connecticut Campus students unless approved by Associate Dean for Undergraduate Medical Education at the Connecticut Branch Campus.

Policy Elaboration

Extenuating Circumstances

The Office of Medical Education reserves the right to reassign students to complete their rotation at a specific campus for personal, academic, or professional reasons.

Site Exemption Requests

To be considered for a site exemption allowing the student to enter the Advanced Integration lottery for a required Internal Medicine Acting Internship and/or Emergency Medicine rotation at the campus not assigned to the student, the student must: 1) notify the Associate Dean for Undergraduate Medical Education at the Connecticut Branch campus and the Assistant Dean for Advanced Integration, and 2) file a request form through OASIS no later than December 1 prior to the Advanced Integration lottery. If the site exemption request is based on a documented disability, students must contact Student Accessibility Services at the University of Vermont (SAS) prior to uploading the request form to OASIS.

Student Accessibility Services will review with the student the necessary healthcare provider documentation to determine if the student is eligible for a site exemption accommodation. Advanced Integration Level rotations are only four weeks in duration; therefore, documentation based on medical conditions must stipulate that treatment cannot be obtained at the assigned campus.

Upon receipt of the electronic request including any supporting documents, the Office of Medical Education will review and process the exemption request prior to the lottery. When working with SAS, medical information should be submitted directly to SAS, and only the SAS accommodation letter should be uploaded to OASIS with the UVM Larner College of Medicine Advanced Integration Level Site Exemption Request Form (the documentation to support a medical request should not include any medical information). Requests made after the annual deadline will be subject to capacity. If space is not available, the student can meet with the Director of Academic Achievement, the Associate/Assistant Dean for Students, and/or the Assistant Dean for Advanced Integration to discuss alternative options.

Please note, students with site exemptions are expected to rank applicable rotations in their lottery selections. If they are unable to secure a placement through the lottery by prioritizing the course selections, students with approved exemptions will be administratively placed in available rotations outside of the lottery process.

During the Advanced Integration year, if students wish to receive a site exemption for a required Internal Medicine Acting Internship and/or Emergency Medicine rotation, they must first meet with the Dean for Undergraduate Education at the Connecticut Campus and then contact the relevant course director(s). Upon approval, students may register for available unfilled positions.

After Scheduling Lotteries

During the Advanced Integration year, if students wish to receive a site exemption, they must first submit the request form as described above to obtain provisional approval from the Associate/Assistant Dean for Students, then contact the relevant course director(s) for final approval. Upon receiving permission from both, the student may register for available unfilled positions.

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

10.9 Student Assignment

History

  • 6/18/2019 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 1/21/2020 Reformatted [Medical Curriculum Committee]
  • 4/21/2020 Policy Revised [Medical Curriculum Committee]
  • 12/7/2020 Policy Edited [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 10/19/2021 Policy Revision [Medical Curriculum Committee]
  • 7/19/2022 Policy Edited [Medical Curriculum Committee]
  • 6/20/2023 Policy Edited [Medical Curriculum Committee]
  • 11/19/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Advanced Integration Level Director

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Policy 524.00 | Site Assignments: Clerkship Level
Body

Policy Statement

The University of Vermont Larner College of Medicine (LCOM) clinical curriculum includes clinical opportunities at the University of Vermont Health Network, the Connecticut Branch Campus at Nuvance Health Network in Danbury and Norwalk Connecticut and other affiliate sites. During the Clerkship level, all students at the Vermont and Connecticut sites will have ample opportunity to work with residents. Please note related Policy 520.00 Transportation to and at Training Sites.

When assigned to Vermont, placements occur at sites throughout the region. Students assigned to the Vermont Campus for whom an assignment more than one hour commuting distance from the UVM Medical Center would create an undue burden should refer to the Policy Elaboration section below regarding the exemption request process.

Students at the Connecticut Campus are placed at Nuvance Health Network sites based on clinical volume and availability for each of the eight clerkships. For Connecticut students, there is no site lottery or site exemption process. Students for whom an assignment at any particular Nuvance site would create an undue burden due to personal or medical circumstances should submit a request for exemption to the campus Associate/Assistant Dean for Students. Every effort will be made to assign such students to locations that take their personal or medical circumstances into account.

Policy Elaboration

Extenuating Circumstances

The Office of Medical Education reserves the right to reassign students from the Connecticut Campus to the Vermont Campus to complete their rotations in Vermont for personal, academic, or professional reasons.

Site Exemption Requests

To be considered for a site exemption for the Vermont Campus, allowing completion of all block Clerkship rotations within one hour commuting distance from the UVM Medical Center, the student must file a request form citing one or more of the eligibility criteria: 
 

  • Have children under the age of 18 living in their household.
  • Have a medical condition, or disability that limits their ability to live away from their primary residence.
  • Have a family member with a significant medical condition for whom they provide care locally.

The options for applicable grounds above are the only options that LCOM can take into consideration; the College is unable to make exemptions for pet ownership or other situations not listed.

The request form must be submitted through OASIS no later than noon on the first day of September.

If the site exemption request is based on a documented disability, students must contact Student Accessibility Services at the University of Vermont (SAS). An in-person or phone narrative and provision of documentation that meets the SAS guidelines is required. An in-person or phone narrative and provision of documentation that meets the SAS guidelines is required. Requests for Americans with Disabilities Act (ADA) site exemption eligibility must be communicated to SAS, with complete documentation, no later than noon on the first day of August to allow for processing relative to the clerkship sequence (flight group) lottery. Note: this process could take up to four weeks; also note that incomplete requests for ADA accommodations received by SAS after the annual August 1 deadline are not guaranteed to be processed by the annual September 1 OASIS request form deadline. Please reach out to SAS for additional information on deadline and documentation requirements. 

Upon receipt of the electronic request including any supporting documents, the Office of Medical Education will review and process the exemption request prior to the clerkship site lottery.

IMPORTANT: Documentation to support a medical request should not include any medical information. When working with SAS, medical information should be submitted directly to SAS, and only the SAS accommodation letter should be uploaded to OASIS with this form. Requests made after the annual deadline will be subject to UVM Medical Center capacity. If space is not available, the student can meet with the Director of Academic Achievement or the Associate/Assistant Dean for Students to discuss alternative options.

In cases where an unexpected issue arises during the clerkship level, students have the option to request a temporary re-assignment to UVM Medical Center for an upcoming clerkship. To apply for a temporary exemption students will need to complete and submit the same request form through OASIS. Note, if the temporary request is based on medical considerations, students must still go through the SAS office for documentation as described above.

Please note: Students with approved exemptions from clerkship placement outside of the local area will be distributed evenly among the seven clerkship sequences/flights. They will be invited to submit their flight group preferences. Placement in flight groups will take these preferences into consideration; however, they will be randomized when necessary to facilitate even distribution across all Vermont sequences. 

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

10.9 Student Assignment

History

  • 12/19/2017 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised [Medical Curriculum Committee]
  • 12/18/2018 Policy Revised [Medical Curriculum Committee]
  • 8/20/2019 Policy Revised [Medical Curriculum Committee]
  • 1/21/2020 Reformatted [Medical Curriculum Committee]
  • 4/21/2020 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Edited [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Clerkship Curriculum 

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Policy 530.10 | Medical Student Work Week: Foundations Level
Body

Policy Statement

Medical students at the Foundations Level must average no more than 60 hours of total academic workload per week during the duration of the course. Within that time, scheduled in-class activities should account for no more than an average of 25 hours per week for the duration of the course. 

Scheduled in-class activities include:

  • Lectures
  • Small and Large group Active Learning Sessions
  • Labs
  • Clinical encounters (patient or simulation)
  • Assigned e-learning activities (in place of scheduled in-class instruction)
  • Longitudinal course activities (Professionalism, Communication and Reflection (PCR), Doctoring in Vermont (DIV), and Public Health Projects (PHP))
  • Exams

In addition to in-class activities, total academic workload includes time for independent and self-directed learning time to complete assignments and prepare for learning sessions as defined by the approved Standard Operating Procedures, a copy of which is found in each course syllabus. Workload does not include optional sessions or unscheduled study time.

The Course Directors maintain workweek compliance and the Medical Curriculum Committee reviews and approves the calendars prior to the start of each course.

Applicability of the Policy

Foundations Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.3 Self-Directed and Life-Long Learning
  • 8.8 Monitoring Student Time

History

  • 3/17/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 12/7/2020 Policy Revised [Medical Curriculum Committee]
  • 7/18/2023 Policy Edit [Medical Curriculum Committee]
  • 6/17/2025 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Pre-clinical Curriculum

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Policy 530.20 | Medical Student Work Week: Clinical Curriculum
Body

Policy Statement

The Larner College of Medicine, Clinical Medical Student Work Week policy is informed by the ACGME Common Program Requirements for residency. Medical students on clinical rotations must work no more than 80 hours per week when averaged over a four-week period (unless on a service with an institutional GME-approved higher limit.) Work is defined as direct clinical care, time in the clinical setting and required educational activities. Work hours do not include travel or independent study time.  In addition, students on clinical rotations should meet the following:

  • An adequate rest period, consisting of 8-10 hours of rest between duty periods.
  • A 24-hour limit on continuous duty. Students may choose to remain up to a maximum of four additional hours to provide clinical continuity of care or for educational activities. Student will not exceed a total of 28 hours on service.
  • At least one day in seven, when averaged, over a four-week period, free from patient care and educational obligations.
  • Overnight call, in addition to clinical responsibilities, in the hospital setting, is limited to no more than once every three nights.
  • There may be circumstances when students choose to stay to care for their patients or return to the clinical environment with fewer than 8-10 hours free for rest between duty periods.   This must occur within the context of the 80 hour and the one day off in seven requirements.

Applicability of the Policy

Clinical Curriculum Levels (Clerkship Level and Advanced Integration Level Students)

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.3 Self-Directed and Life-Long Learning
  • 8.8 Monitoring Student Time

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Policy Revised and Number Changed from 530.00 [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Level Director of Clinical Clerkship

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Policy 532.00 | Clinical Supervision of Medical Students
Body

Policy Statement

The Larner College of Medicine (LCOM) ensures that medical students involved in patient care are appropriately supervised at all times in order to ensure patient and student safety, that the level of responsibility delegated to the student is appropriate to their level of training, and that the activities supervised are within the scope of practice of the supervising health professional.

Policy Elaboration

In all school sponsored clinical experiences, students are under the supervision of Robert Larner, M.D. College of Medicine faculty. As such,

  1. All clerkship or course directors have faculty appointments.
  2. All preceptors who assign grades to medical students have faculty appointments.
  3. Faculty supervise all non-physician health care providers (i.e, PA, CNM, NP) engaged in clinical teaching and ensure they are working and teaching within their scope of practice.
  4. The director of the clerkship or course is responsible for communicating policies and procedures related to supervision to faculty and students participating in their clerkship or course, and for monitoring compliance.
  5. The director of the clerkship or course is responsible for ensuring that the level of responsibility delegated to a medical student is appropriate to the student’s level of training and experience, and for monitoring compliance.
  6. Students can report any concerns regarding supervision through the LCOM confidential learning environment reporting system. They may also report directly to the clerkship course director, the Associate/Assistant Dean for Students, or the Assistant Deans of the Clerkship or Advanced Integration Curriculum.

Applicability of the Policy

All medical students, faculty and clerkship directors

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.3 Clinical Supervision of Medical Students

History

  • 8/6/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Level Director of Clinical Clerkship

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Policy 534.00 | Teaching Responsibilities of Residents and Non-Faculty Instructors
Body

Policy Statement

To fulfill their teaching responsibilities, residents and non-faculty instructors must be familiar with the curriculum competencies, programmatic and learning objectives, and expectations regarding supervising, teaching, and assessing medical students. All residents and non-faculty instructors participating in the supervision or instruction of medical students are formally oriented to their roles as teachers and provided with resources to prepare them for this role and enhance their teaching and assessment skills.

Policy Elaboration

Course and Clerkship Directors are responsible for ensuring that all residents and non-faculty instructors meet the requirements of this policy prior to supervising, teaching, and providing formative assessment of Larner College of Medicine medical students. The Quality Assurance Report for all required courses/clerkship rotations includes a Preparation for Teaching section that must be completed annually and describes who instructs in the course and how they are informed about the course objectives and prepared for their teaching role. This process is monitored by the level assistant dean and Medical Curriculum Committee subcommittees. Additional oversight is provided by the Medical Curriculum Committee, which is responsible for reviewing and approving all Quality Assurance Reports for required courses/clerkship rotations annually.

Prior to supervising, teaching, and providing formative assessment of LCOM medical students:

  1. All residents and non-faculty instructors who teach medical students are informed of the competencies, programmatic objectives, and their respective course or clerkship learning objectives.
  2. All residents and non-faculty instructors receive and review the course/clerkship specific expectations regarding supervising, teaching, and assessing medical students at least annually.
  3. Residents and fellows must participate in program and/or department-specific training opportunities regarding effective supervision, teaching, and assessment in medical education at least annually.

Additionally, the Teaching Academy provides resources and offers faculty development programming to assist faculty, residents, fellows, graduate teaching assistants and other non-faculty instructors to improve their teaching and assessment skills.

Applicability of the Policy

This policy applies to all required courses and clerkship rotations taught as part of the undergraduate medical education program.

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.1 Program and Learning Objectives
  • 9.1 Preparation of Resident and Non-Faculty Instructors

History

  • 4/13/21 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/11/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Senior Associate Dean for Medical Education

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Policy 540.10 | Basis of Assessment
Body

Policy Statement

Students will be assessed by faculty on the basis of their total performance within the context of curriculum and course objectives. Assessment is based on the competencies and medical education objectives as outlined in Medical Student Handbook Policy 130.00.

The Larner College of Medicine, in accordance with Liaison Committee on Medical Education (LCME) Standards, requires providers from any discipline who provide health or mental health service to students not be involved in the assessment of student academic performance or the decisions regarding their advancement and/or graduation.

Student performance is assessed in all coursework and longitudinally across the medical education program.

  1. Coursework
    1. Foundations Level: Student performance will be graded as Pass, Marginal Pass, or Fail. The Marginal Pass grade is a formal indication of sub-optimal performance, and is recorded as a "Pass" on the medical student’s transcript. Narrative evaluations will be provided whenever students have three or more small group sessions (12 or fewer students) with the same faculty. Narrative comments will be included in the student’s record and summative narrative comments will be included in the Medical Student Performance Evaluation (MSPE). (Refer to 2.5. below).
    2. Clerkship and Advanced Integration Level: During the clerkship level student performance will be graded as Pass or Fail. Clerkship students will receive formative narrative feedback at mid-rotation and summative narrative assessment at the end of a rotation. At the Advanced Integration level, 4-week clinical courses are graded as Pass, Fail, or Honors; non-clinical and 2-week courses are graded as Pass or Fail. Summative narrative assessments are provided for clinical Advanced Integration level courses. The summative narrative assessment is included in the MSPE). (Refer to 2.5 below).
    3. In all clerkships and 4-week Advanced Integration required courses, students will receive an assessment of their performance at or near the course midpoint.
  2. Longitudinal assessment.
    1. End of Level Clinical Skills Examinations: During the four years of medical school, students are required to take and pass two end-of-level Clinical Skill Exams (CSE). The first occurs at the end of the Foundations Level and the second occurs at the end of the Clerkship Level.
    2. National Board of Medical Examiners Comprehensive Basic Science Exam (CBSE):  Each student must take this examination near the completion of the Foundations Level. This exam is formative only.
    3. USMLE Step Examinations:  Per Policy 540.70, students must take and pass The United States Medical Licensure Examination Steps 1 and 2CK.
    4. Student total performance is continuously assessed.
    5. The MSPE is a summative evaluation of a student’s academic and clinical work during medical school.

All grades and narrative comments are included in the student's academic file. Students have the right to review their files in accordance with general university policy at any time. Students will be apprised of their overall performance and final academic grade at the end of each course or clinical rotation. For specific policy related to student access to their records and MSPE, refer to Policy 919.00 Medical Student Records: Student Access.

There are circumstances when a grade of Pass does not by itself ensure that a student will advance in the curriculum. Such circumstances are evaluated by the Advancement Committee.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 9.4 Assessment System
  • 12.5 Non-Involvement of Providers of Student Health Services in Student Assessment/Location of Student Health Records

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 6/16/2020 Policy Revised [Medical Curriculum Committee]
  • 4/26/2022 Policy Revised [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 7/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 540.20 | Examinations: General Requirements
Body

Policy Statement

General Requirements Applicable to All Examinations
  1. Students are expected to follow the instructions provided in advance by the curriculum coordinators, including, but not limited to, preparation and use of their Larner College of Medicine-provided computers, on-time arrival, communication during exams if a technical issue occurs, and exam logistics.
  2. Students who arrive late for any examination will not be allowed to enter without the permission of the Course/Clerkship Director or Level Director. The time it takes to acquire that permission will be subtracted from the total exam time. Failure to arrive on time may result in a grade of zero for the exam.
  3. A student who is unable to take an examination at the scheduled time because of serious illness or family emergency must notify the Associate/Assistant Dean for Students or their designated staff member in the Office of Medical Education in accordance with Policy 540.24 Examination Delays.
  4. Students with approved Americans with Disabilities Act (ADA) accommodations for summative exams are expected to follow implementation instructions provided to them in their current accommodation letter issued from University of Vermont Student Accessibility Services.
  5. Students who have finished the examination are not permitted to communicate information about the examination with any student who has not completed it.
  6. Students must finish an examination within the designated time (with or without approved accommodations). Failure to finish the exam within the designated time may result in a grade of zero for that exam.
  7. Students must follow the academic honor code and may be required to attest to following the code.
Clinical Skills Examinations (CSE)
  1. Students must report at the assigned time and may not exchange assigned days or times with another student without permission of the Director of Education and Operations for the Clinical Simulation Laboratory.
  2. Students may not bring any study materials into the Clinical Skills Laboratory prior to the CSE.
  3. Students may not begin to write any reminders or notes until the signal is given to begin.
  4. Students may not discuss the content of clinical skills assessment cases or tasks with other students.
  5. Students must adhere to the General Guidelines for Medical Student Appearance (Policy 640.00) and exhibit professional behavior during the entire Clinical Skills Examination, including both the assessment sessions and the breaks and transitions between assessment sessions.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 11/17/2014 Policy Revised [Medical Curriculum Committee]
  • 12/8/2015 Policy Revised [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised [Medical Curriculum Committee]
  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]
  • 12/17/2019 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 4/26/2022 Policy Revised [Medical Curriculum Committee]
  • 2/21/2023 Policy Revised [Medical Curriculum Committee]
  • 7/16/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Pre-Clinical Curriculum/Senior Associate Dean for Medical Education

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Policy 540.22 | Examinations: Review of Online Examinations
Body

Policy Statement

Review of On-line Examinations
  1. Students may be given the opportunity to review an online examination in a secure format. Guidelines for the review are determined by the Course Directors. It is the responsibility of the student to be familiar with the course policies on exam review. Students must follow all specified guidelines; failure to do so will result in the student's grade for the examination being converted to a zero.
  2. Students must review the examination in the room designated by the course director. Failure to follow this rule will result in the student's grade for the examination being converted to a zero.
  3. Students are honor bound not to copy the examination material in any format and not to share information from the review with students who have not taken the examination or with students in subsequent classes.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 11/17/2014 Policy Revised [Medical Curriculum Committee]
  • 12/18/2015 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 7/16/2024 Policy Edited [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Pre-Clinical Curriculum/Senior Associate Dean for Medical Education

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Policy 540.24 | Examination Delays
Body

Policy Statement

  1. Requests for exam delays must be communicated by the student before the exam starts per the procedure outlined below. Requests will only be approved in extenuating circumstances, such as personal illness, significant illness in a family member, or death of a family member. Academic concerns alone are not considered a reasonable request for an exam delay. Requests may also be granted when the examination conflicts with a major day of religious observance communicated to the Associate/Assistant Dean for Students in advance of the day of the examination.
  2. A student who misses an examination without prior approval will be assigned a score of zero which results in an exam grade of fail.
  3. An approved exam delay results in a grade of Incomplete on a student’s transcript until the exam has been taken and passed.
  4. A student who has been approved to delay an exam must get approval to further delay that exam by requesting a new exam delay.
  5. At all levels of the curriculum, students are limited to carrying one exam delay at a time within a course or across clerkships. The delayed exam must be taken and passed before a request for an additional distinct exam delay will be approved. As outlined in Policy 540.40 - Grading: Clerkship Level, two incomplete grades will result in a referral to the Advancement Committee by the Assistant Dean for Clerkship for an informal review.
  6. A Clerkship student who has delayed an exam shall remediate that exam during designated days/times.
  7. A Clerkship student has one year from the end date of the original course to complete a delayed exam. If a student misses the one-year deadline, the Incomplete grade will convert to a grade of Fail.
  8. The student may not take a rescheduled exam during other course activities or while enrolled in a subsequent required clinical course or clinical elective. An exception to this policy is over the winter vacation period when, with permission from the Assistant Dean of Curriculum-Clerkship, a student may prepare to take an exam over the break and take the exam on the first day that the Larner College of Medicine is open after the winter holiday.

Policy Elaboration

Examination Delay Procedure:

  1. Before the exam is given, a student can request an exam delay. To initiate the exam delay process, the student must upload the LCOM Exam Delay Request and Decision Form to their OASIS “Exam Delay Requests” academic history tab, which will notify the Associate/Assistant Dean for students of the need for a delay.
  2. The Associate/Assistant Dean for Students (or designee) will then upload the completed form approving or denying the delay and advising the student about the examination and grading policies.
  3. Upon receiving the decision, the Office of Medical Education (OME) Level Coordinator will notify the Course Coordinator and the Course Director and any other necessary course personnel of the approved exam delay.
  4. Only one exam delay within a course or across clerkships is permitted.
  5. Students are expected to contact the appropriate curriculum coordinator and follow the instructions provided regarding the exam rescheduling process.

In accordance with Policy 310.00 Support for Disabilities, a Larner College of Medicine student may contact the UVM Student Accessibility Services Office at any time to initiate the process of requesting reasonable accommodations

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/17/2015 Policy Revised [Medical Curriculum Committee]
  • 12/8/2015 Policy Revised [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 12/20/2016 Policy Revised [Medical Curriculum Committee]
  • 3/21/2017 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised [Medical Curriculum Committee]
  • 12/18/2018 Policy Revised [Medical Curriculum Committee]
  • 6/18/2019 Policy Revised [Medical Curriculum Committee]
  • 1/21/2020 Reformatted [Medical Curriculum Committee]
  • 10/20/2020 Policy Revised [Medical Curriculum Committee]
  • 8/24/2021 Policy Revised [Medical Curriculum Committee]
  • 4/26/2022 Policy Revised [Medical Curriculum Committee]
  • 1/17/2023 Policy Revised [Medical Curriculum Committee]
  • 7/16/2024 Policy Revised [Medical Curriculum Committee]
  • 2/18/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 540.30 | Grading: Foundations Level
Body

Policy Statement

1. All courses in Foundations record a grade of Pass or Fail on the student transcript. 

2. Students must pass each institutional competency that is assessed in a course as defined in the course syllabus to pass the course. Any one competency in which they receive a grade of Fail, Incomplete or unsatisfactory progress must be remediated according to Policy 565.20 Review of Academic Performance: Foundations Level.

3. For courses that include a clinical skills component, the following policies apply:

  1. The Clinical Skills Examination (CSE) portion of a course will be graded as pass or fail.
  2. A student must receive a passing CSE grade to pass the course.
  3. A student must pass all assessed domains of the CSE to receive a passing grade.
  4. Failure to pass the CSE on the first attempt results in a grade of incomplete. Failure to pass the CSE on the second attempt results in a grade of Fail for the course. A student who receives a grade of Incomplete must remediate and retake the CSE within two weeks of notification of their CSE grade. A student will be notified via email of their CSE grade. It is the responsibility of the student to contact the Clinical Simulation Lab to schedule remediation.

4. Course syllabi may include additional information about mandatory attendance and specific instructions for completion of course assignments.

5. Grades in all Foundations courses will be assigned according to individual course syllabus grading rubrics.

  1. An overall grade of 70.00 or above is recorded as a Pass. An overall grade below 70.00 is recorded as a Fail.
  2. A final grade of Pass in Foundations of Clinical Sciences (MD-540) requires a passing score of 70.00 or above for each block of the course.
  3. Although not recorded on the transcript, final numeric grades are recorded for use in determining academic awards or for calculation of grades for transfer purposes.
  4. Grades for courses approved for graduate credit may be converted to letter grades for transfer to other programs at UVM or other universities; details are contained in the Policy Elaboration.

6. Students that receive a final course grade between 70.00 – 74.99 will receive notice that their grade is considered a Marginal Pass by the Larner College of Medicine. The Marginal Pass grade is a formative grade that does not appear on the official UVM transcript but is recorded in the student’s Larner College of Medicine file and is reviewed by the Advancement Committee in its evaluation of student progress.

7. The process for appealing a grade is specified in Policy 540.60 Grade Appeals and Narrative Assessment Appeals.

8. All students’ Foundations grades are routinely reviewed by the Advancement Committee as specified in Policy 565.20 Review of Academic Performance: Foundations Level.

9. To be eligible to take the End of Foundations Clinical Skills Exam, all required Foundations course work must be successfully completed. Students must pass the End of Foundations Clinical Skills Exam before they can advance to the Clerkship Level. Failure on the first attempt requires remediation and a retake of the exam. Failure on the second attempt requires review by the Advancement Committee.

Policy Elaboration

Foundations Post-Exam Review and Re-Grading of Exams

Each secure examination in Foundations will be subjected to a post-exam item performance analysis.
Statistical analysis of the performance of the class on each question to determine quality and validity of exam items will be used. This analysis may result in removal of invalid items from the exam with subsequent re-scoring.

Transfer of Foundations Course Grades

Courses approved for graduate credit may be transferred to other programs at UVM or other universities, including the following courses: 
 

  • Foundations of Clinical Sciences (MD-540) 18 credits
  • Attacks and Defenses (MD-555) 6 credits
  • Nutrition, Metabolism, and Gastrointestinal Systems (MD-556) 8 credits
  • Medical Neuroscience (MD-557) 9 credits
  • Connections (MD-558) 3 credits
  • Cardiovascular, Respiratory, and Renal Systems (MD-559) 8 credits
  • Human Development and Reproductive Health (MD-560) 8 credits

Students who require a grade report with Foundation Level grades for applications to other programs may request one from the College of Medicine Registrar. For Foundations of Clinical Sciences (MD-540), the average of final block scores will be used to assign the final course grade. Students with individual block failures will be assigned an F unless the block was remediated, in which case, the average of blocks with the remediated scores will be assigned. For all other courses, letter grades will be assigned using the course grade percentages according to the approved grading scale below: 

A+      94-100 
A        91-93.9 
A-       88-90.9
B+       85-87.9 
B        80-84.9
B-       78-79.9 
C+      75-77.9
C        72-74.9 
C-       70-71.9 percent
F        <70.0 percent

For internal program transfer of credits, the Foundations Level courses have the following UVM Graduate College course equivalents:

  • Foundations of Clinical Sciences (MD-540) 18 credits
    • GRMD 6540 Fdns of Clinical Sciences
  • Attacks and Defenses (MD-555) 6 credits
    • GRMD 6550 Medical Attacks and Defenses
  • Nutrition, Metabolism, and Gastrointestinal Systems (MD-556) 8 credits
    • GRMD 6560 Medical Nutr, Metab, & GI Syst
  • Medical Neuroscience (MD-557) 9 credits
    • GRMD 6570 Medical Neuroscience
  • Connections (MD-558) 3 credits
    • GRMD 6580 Medical Connections
  • Cardiovascular, Respiratory, and Renal Systems (MD-559) 8 credits
    • GRMD 6590 Medical Cardio,Resp,Renal Syst
  • Human Development and Reproductive Health (MD-560) 7 credits
    • GRMD 6600 Medical Hum Dev, Reprod Health

Applicability of the Policy

Foundations Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.6 Setting Standards of Achievement

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 2/21/2017 Policy Revised [Medical Curriculum Committee]
  • 9/19/2017 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Pre-Clinical Curriculum 

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Policy 540.40 | Grading: Clerkship Level
Body

Policy Statement  

All Larner College of Medicine clerkships are graded Pass/Fail and use the grading criteria below.  The four bridge courses in the Clerkship Level are graded Pass/Fail.

  1. All students must successfully fulfill all University of Vermont Larner College of Medicine Competencies and Medical Education Programmatic Objectives, as well as clerkship specific objectives to pass a clerkship.
  2. Each clerkship will assess the medical knowledge competency by a standardized written or oral examination and/or other assessment tools.
    1. For clerkship rotations using a National Board of Medical Examiners (NBME) subject exam to assess medical knowledge, a passing score is defined as a score equal to or greater than the fifth percentile nationally based on the NBME first quartile, as measured from the previous year.
    2. For clerkship rotations using other cognitive assessment tools, such as a locally produced or other national examinations, a passing score is determined annually by the Clerkship Director using a criterion-based system and presented to the Medical Curriculum Committee (MCC) in the annual Quality Assurance Report (QAR).
  3. Each clerkship will assess student clinical performance. Clinical performance is assessed by preceptor direct observation and supervision of patient care activities including but not limited to; patient histories, physical exams, differential diagnoses, oral presentations, diagnostic work-up, written notes, and ability to work with a team, as well as simulation exercises, and other means. All clerkship rotations will use the Universal Clerkship Assessment form to assess clinical performance.
  4. Clerkships may use a Clinical Skills Examination (CSE) as part of the student’s assessment within the clerkship.  These may be formative or summative CSEs that will be graded pass/fail.
    1. Generally, there are four domains (Professionalism, Communication, History and Physical Exam) in a CSE.  Domain scores are calculated across cases. If the CSE is summative and graded, each domain must be passed to pass the CSE. Some CSEs also assess patient education and telemedicine skills.
    2. Failure to complete clerkship activities on time or attend all expected, required, mandatory clerkship activities will be noted in the clerkship Summative statement that is included in the MSPE.
  5. At the conclusion of a clerkship, Clerkship Directors assign a grade of Pass, Incomplete, or Fail for each individual student’s performance.
  6. Within the Clerkship Level of the curriculum, a student may not carry more than one incomplete grade at any one time. A student with two Incomplete grades will be referred to the Advancement Committee by the Assistant Dean for Clerkship Curriculum for an informal review. If a student incurs a third incomplete, they will be referred to the Advancement Committee for a formal review. The student will be required to remediate at least one, if not two of the Incomplete grades before returning to the curriculum.
  7. A grade of Incomplete must be remediated to a grade of Pass, no later than one (1) year from the initial incomplete grade.  If the year deadline is missed, the Incomplete grade will convert to a Fail grade. A grade of Fail must be remediated to a grade of Pass, no later than one (1) year form the initial Fail grade.  If the year deadline is missed, the student will be at risk of dismissal for failing a clerkship twice.
  8. Clerkship grades are posted to the grade portal of the Office of Medical Education (OME) within 42 days of the end of the clerkship.

Policy Elaboration  

Assignment of Grades

Pass Criteria: A grade of Pass will be assigned to students who meet all of the following criteria.

  1. Receive an average score of greater than or equal to 2.0 (two) in all curricular competencies on the Universal Clerkship Assessment form,
  2. Pass the medical knowledge exam (refer to passing cut offs above) on first or second attempt,
  3. Pass the CSE (refer to CSE passing cut offs below) on first or second attempt, if the clerkship is using a summative, graded CSE. See below for domain calculations:
    1. Professionalism:  Passing score is 80 or 1.5 standard deviations below the mean, whichever is lower.
    2. Communication: Passing score is 80 or 1.5 standard deviations below the mean, whichever is lower.
    3. History: Passing score is 70 or 1.5 standard deviations below the mean, whichever is lower.
    4. Physical Exam: Passing score is 70 or 1.5 standard deviations below the mean, whichever is lower.
  4. Pass all other graded components of the clerkship (i.e., Evidence-based medicine activity, reflection, note, etc.) on the first or second attempt as outlined in the syllabus.
  5. Complete all clerkship activities by the end of business day within 14 days after the last day of the course. Failure to complete clerkship activities on time will be noted in the clerkship Summative statement that is included in the MSPE.  (Note: This does not apply to knowledge/clinical exam delays or retakes),
  6. Attendance at all expected, required, mandatory clerkship activities will be noted in the clerkship Summative statement that is included in the MSPE.

Incomplete Criteria: A grade of Incomplete will be assigned to students who meet any one of the following criteria.

  1. Unable to meet the goals and objectives of the clerkship, as determined by the Clerkship Director due to missed clinical time, or an excused absence, or
  2. Fail the medical knowledge test first attempt, or have an approved exam delay, or
  3. Fail the summative, graded CSE (if the clerkship has one) first attempt or have an approved CSE delay, or
  4. Fail any “other” graded component, first attempt, or
  5. Failure to complete all clerkship activities by the end of business day 14 days after the last day of the course, or
  6. Absence from a 3.5-week clerkship for more than 1 day or absence from a 6-7 week clerkship of more than 2 days, or one half day absence from a Bridge course will result in an Incomplete grade until the missed clinical time is remediated.

Fail Criteria: A grade of Fail will be assigned to students who meet any one of the following criteria:

  1. An average score of less than two in any one of the six competencies on the Universal Clerkship Assessment form, or
  2. Fail the medical knowledge exam, second attempt, or
  3. Fail the summative, graded CSE exam (if the clerkship has one), second attempt, or
  4. Fail any “other” graded component, second attempt, or
  5. Fail to complete all clerkship activities within one year of completing the course, or
  6. Do not attend a scheduled Clerkship without formal approval.
Remediation

Incomplete Grades: A grade of Incomplete can be converted to a grade of Pass by successful remediation of all eligible clerkship components. 

  1. Clinical Performance Remediation policy and procedure:
    1. Students who were unable to meet the goals and objectives of the clerkship due to missed clinical time or had an incomplete due to an average score of less than two in any single sub-competency, will perform remedial activities at the discretion of the Clerkship Director in consultation with the Assistant Dean of Clerkship Curriculum as needed.
    2. These remediation activities may occur at nights, weekends, or other times that do not interfere with the experience of other learners.
  2. Medical Knowledge Exam Remediation/Retake policy and procedure:
    1. The student is responsible for contacting the specific Clerkship Coordinator and the Office of Medical Education Clerkship Level Coordinator to initiate the process for scheduling a retake exam.
    2. The student is responsible for meeting with the Director of Academic Achievement to identify any resources, tutoring or accommodations that will maximize student success.
    3. The student may not retake an exam while enrolled in another clinical course (required or elective). This includes the Winter Holiday vacation and Rotation 6 of the clerkship year. If a student has not taken the rotation 6 Medical Knowledge Exam, a student may not schedule a retake during the Winter Holiday.
    4. The student may not retake an exam during any other course/clerkship activities.
    5. Students may sit for retake exams during non-clinical courses such as a reading, scholarly project, or teaching assistant electives during Advanced Integration, or during a Clerkship Bridge Week, or a vacation week that is between clerkships as long as it does not interfere with course activities.
    6. The student must schedule the retake exam during designated days/times, within the normal workday (8:00 a.m.- 4:30 p.m., Monday-Friday), when the University is open (UVM Administrative Closures), as determined by the Clerkship Level Team.
    7. The Clerkship Level Coordinator will help finalize the date, time and location of the retake exam, help arrange a proctor and any necessary technology assistance from College of Medicine Technology Services (COMTS).
    8. The Clerkship Coordinator will communicate the retake results to the student, the course director, and the OME Clerkship Level team. The Clerkship Coordinator will upload the retake grade into the grading portal.
  3. Clinical Skills Exam Remediation/Retake policy and procedure:
    1. Students failing a clinical skills examination, either formative or summative/graded, will perform remedial activities at the discretion of the Clerkship Director and the Director of Simulation Education of the Clinical Simulation Laboratory.
    2. Following completion of these activities (if any), students must schedule a remedial clinical skills examination during the times designated by the Director of Simulation Education of the Clinical Simulation Laboratory.
  4. Other Graded Components Remediation policy and procedure:
    1. Students failing other graded components will perform remedial activities at the discretion of the Clerkship Director.
  5. Clerkship Assignments/Requirements Remediation policy and procedure:
    1. Students failing to complete clerkship assignments will perform remedial activities at the discretion of the Clerkship Director.

Failing grades: A grade of Fail will be recorded on the student’s permanent transcript, unless the student appeals the grade in accordance with Policy 540.60 - Grade Appeals and Narrative Assessment Appeals.

A student with a failing grade in the Clerkship level will be referred to the Advancement Committee by the Assistant Dean for Clerkship Curriculum for a formal review and will be required to repeat the clerkship as part of their remediation plan.

End of Clerkship Clinical Skills Examination

Students transitioning into the Advanced Integration Level will sit for the twelve-station, End of Clerkship (EOC) Clinical Skills Exam (CSE), which is a graduation requirement.

  1. Students must pass the End of Clerkship (EOC) Clinical Skills Examination (CSE) in order to graduate.
  2. To be eligible to take the EOC CSE, students must meet one of the following criteria below:
    1. Have a grade of Pass in all eight clerkships, or
    2. Have completed all the clinical time in all eight clerkships, but carry a grade of Incomplete due to a missing medical knowledge exam score, or
    3. Have only one week of clinical work remaining in a six- or seven-week clerkship or two days remaining in a three and a half-week clerkship and carry a grade of Incomplete.
  3. A student failing the EOC CSE after one attempt will receive a grade of Incomplete and must retake the exam.
  4. Upon successful retake of the EOC CSE, the grade will be changed to Pass.
  5. Students failing the EOC CSE a second time will receive a transcript grade of Fail and will meet with the Associate/Assistant Dean for Students for the opportunity to discuss further remediation to be approved by the Advancement Committee.

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.6 Setting Standards of Achievement

History

  • 7/25/2012 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 5/23/2016 Policy Revised [Medical Curriculum Committee]
  • 8/16/2016 Policy Revised [Medical Curriculum Committee]
  • 3/21/2017 Policy Revised [Medical Curriculum Committee]
  • 12/17/2019 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 1/17/2023 Policy Revised [Medical Curriculum Committee]
  • 6/20/2023 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 12/17/2024 Policy Revised [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean of Clerkship Curriculum

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Policy 540.50 | Grading: Advanced Integration Level
Body

Policy Statement

A course grade (Honors/Pass/Fail/Incomplete) should generally be posted to OASIS within 35 days and must be posted within 42 days of the end of the Advanced Integration Level course. The course director is ultimately responsible for grade assignment.

Clinical rotations of greater than two weeks in length under the supervision of the Robert Larner, M.D. College of Medicine at The University of Vermont faculty during Advanced Integration curriculum level are graded as Honors/Pass/Fail. Non-clinical rotations including research rotations and two week clinical may only be graded as Pass/Fail.

Only UVM faculty can award a grade of Honors. Extramural rotations are therefore graded as Pass/Fail. An unofficial notation may be placed in the transcript for extramural honors as “UH.” Students are responsible for ensuring that extramural preceptors return their grades in a timely fashion.

Policy Elaboration

Incomplete grade: If a student has not completed required activities (required rotations, coursework) by the grade submission deadline, a grade of Incomplete will be assigned. A grade of Pass may be assigned once the requirements have been met.

Criteria for clinical course failure: Individual courses may determine their own standards for failing. Students must receive notification during the course of their performance and be given an opportunity to demonstrate improvement. Failure criteria in non-clinical courses should be outlined in the course syllabus. A failure will result in a referral to the Advancement Committee. Note that students who pass a rotation but are identified as having significant deficits in performance may also be referred to Advancement Committee at the discretion of the level director. In addition to course-specific failure criteria, students on a clinical rotation may receive a course failure for:

  • Failure to complete course requirements within 1 year after the end of the course
  • Receiving an average of 2 across sub-competencies for any LCOM competency on the final clinical evaluation
  • Serious lapses in professionalism including, but not limited to, unexcused absences, mistreatment of patients, staff, faculty, and/or other learners

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.6 Setting Standards of Achievement

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Advanced Integration

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Policy 540.60 | Grade Appeals and Narrative Assessment Appeals

Body

Policy Statement

A student who disagrees with a final course or clerkship grade or examination performance, OSCE performance (clinical skills exam) and/or narrative assessment may formally appeal to the course director. The appeal must be initiated via email communication with the course director, within ten University business days of the release of the grade or narrative assessment. The appeal must include a rationale for the appeal and any supporting information (facts, description of circumstances). The director will bring the student’s concerns to those individuals involved in the grade or narrative assessment and render a decision in writing within ten University business days of receipt of the appeal (see Policy Elaboration).

Policy Elaboration

A student may not contact any faculty member or resident (other than the course director) who contributed to their grades or narrative assessments to discuss their grade. Such contact is considered unprofessional behavior and could result in referral to the Fitness Committee. The course director will have the final ruling on grading in a given course, unless the student alleges that there has been a violation of stated procedures. In this case the student may appeal the grade to the Assistant Dean for the curriculum level, who will have the final decision on the validity of the record under challenge. In the case where the Assistant Dean for the curriculum level is also the course director, the student will appeal to the Senior Associate Dean for Medical Education, who will have the final decision on the validity of the record under challenge. A student actively appealing a grade/assessment per Policy 540.60 may still be referred to the Advancement Committee at the discretion of the curriculum level Assistant Dean based on currently available facts and information. If a student has initiated a formal appeal process within ten University business days and has also received formal notification of referral to appear before the Advancement Committee for the grade being actively appealed, then they are expected to notify the Associate Dean for Students by email to discuss the Advancement Committee referral.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.9 Student Advancement and Appeal Process

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 6/18/2019 Policy Revised [Medical Curriculum Committee]
  • 1/21/2020 Reformatted [Medical Curriculum Committee]
  • 02/18/2020 Policy Revised [Medical Curriculum Committee]
  • 8/20/2024 Policy Revised [Medical Curriculum Committee]
  • 5/20/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 540.70 | USMLE Examinations
Body

The United States Medical Licensing Examination (USMLE) is a three-step examination for medical licensure in the United States. It is administered by the National Board of Medical Examiners (NBME). Please visit their website for complete information. Students must pass the expected USMLE Step examinations to be certified by the medical school for the National Residency Match Program (NRMP).

Policy Statement

All students must pass USMLE Step 1 and Step 2 CK examinations to graduate.

Policy Elaboration

  1. The USMLE Step 1 exam may only be taken after the successful completion of all Foundations Level courses and academic requirements. Designated study time is provided during the Foundations Level Capstone course to prepare for the exam. Students are expected to take the USMLE Step 1 exam prior to advancing to the Clerkship Level of the curriculum.
  2. Students may request to delay the USMLE Step 1 examination for the first time or to retake a failed USMLE Step 1 examination after the Clerkship Level curriculum. The student requesting such a USMLE Step 1 examination delay or retake must:
    1. Discuss the academic implications of this decision with the Associate Dean for Students (or designee) and
    2. Discuss the financial implications of this decision with the Assistant Director of Medical Student Financial Services and
    3. Request permission and receive approval from the Advancement Committee to delay or retake the examination.
  3. All students must take the USMLE Step 1 exam prior to beginning any Advanced Integration Level clinical rotation. If a student has taken the exam and has not received a score from the National Board of Medical Examiners (NBME) by the Advanced Integration clinical rotation start date, the student will be permitted to begin the Advanced Integration clinical rotation. If a student is notified of a failing score on a first or second exam attempt during their Advanced Integration rotation, they will be allowed to complete that clinical rotation, however, will not be permitted to continue into subsequent Advanced Integration clinical rotations until they have passed the exam.
  4. Students planning to participate in a residency match program in the same year of their graduation must take the USMLE Step 2 CK exam by January 1 of their graduation year. It is strongly recommended, however, that students take these examinations prior to September of their Advanced Integration year to ensure results and scores are available to residency programs for timely review and residency consideration. Passing scores on USMLE Step 1 and Step 2 examinations are required for residency selection and graduation, therefore the timing of score reports must be considered when scheduling these exams.
  5. Students may attempt to pass each Step examination three times before being subject to dismissal by the Advancement Committee, any additional attempts are contingent upon review and approval by the Advancement Committee. The USMLE Program limits the total number of times and when an examinee can retake USMLE examinations.
    1. Students who fail the USMLE Step 1 exam on their first attempt will be referred to the Advancement Committee for an informal review.
    2. Students who fail the USMLE Step 1 exam re-take will be referred to the Advancement Committee for a formal review.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Liaison Committee on Medical Education (LCME) Standard(s)

  • 7.0 Curricular Content
  • 9.6 Setting Standards of Achievement

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 5/24/2016 Policy Revision [Medical Curriculum Committee]
  • 12/20/2016 Policy Revision [Medical Curriculum Committee]
  • 3/21/2017 Policy Edit [Medical Curriculum Committee]
  • 5/15/2018 Policy Revision [Medical Curriculum Committee]
  • 9/18/2018 Policy Revision [Medical Curriculum Committee]
  • 2/16/2021 Policy Revision [Medical Curriculum Committee]
  • 7/19/2022 Policy Revision [Medical Curriculum Committee]
  • 9/18/2023 Policy Revision [Medical Curriculum Committee]
  • 1/21/2025 Policy Revision [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 540.80 | Conflict of Interest Regarding Evaluations and Educational Experiences with Student Relatives
Body

Policy Statement

To avoid conflict of interest that may result when students engage in formal educational experiences with relative certain procedures must be followed.

Credit-bearing Courses

Students may participate in didactic presentations supervised by a relative. In such instances another faculty member must grade the papers/exams and assign a final grade for the course. The instructor and chair of the department will determine the identity of the other faculty member. Students may not be under the direct supervision of a relative in clinical courses.

A faculty member or other institutional official will recuse themselves from any discussion or vote relating to a matter where there is a potential for or the existence or appearance of a conflict of interest and will state publicly that there is a personal conflict.

For the purposes of this policy, a relative is considered to be anyone with whom the faculty member has a close, personal relationship, such as a spouse or partner, member of the same household, parent grandparent, child or grandchild, sibling, aunt or uncle or a spouse, partner or child of any of the foregoing.

Bias in Evaluations Due to Relationships

The Larner College of Medicine expects both faculty and students to avoid situations where a faculty/student personal or family relationship could bias evaluations or teaching situations, or could create the appearance of bias. In case of doubt about such a situation, students should contact the Associate/Assistant Dean for Students, and the faculty member should contact their department chair. Those persons have the authority to decide whether there is a conflict or appearance of one, and how the situation will be managed. The decision may be appealed to the Senior Associate Dean for Medical Education.

The Larner College of Medicine views this issue as a matter of professionalism, and all suspected violations of this policy will be reviewed by the Senior Associate Dean for Medical Education or the Dean's delegate.

Policy Elaboration

Please refer to the University of Vermont Conflict of Interest and Conflict of Commitment Policy for additional information about what is considered a conflict of interest. This policy statement contains non-inclusive lists of examples of situations giving rise to a conflict.

Applicability of the Policy

All Medical Students and Applicants

Related Larner College of Medicine Policies

Not Applicable

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

1.2 Conflict of Interest Policies

History

  • 7/21/2015 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]
  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]
  • 11/21/2023 Policy Edited [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Medical Education (Director of Curriculum Evaluation and Assessment)

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Policy 540.90 | Mid-course and Mid-rotation Feedback
Body

Policy Statement

All required courses/rotations of four weeks or longer must provide students with a formative mid-course/rotation in-person or virtual feedback of performance with written documentation.

Policy Elaboration

The course director (or associate director/designee) will complete the mid-course/rotation feedback form with the student early enough to allow the student an opportunity to improve their performance before the end of the course/rotation.

 A student who is performing poorly at mid-rotation will be notified of the potential risk of failing the clerkship, and a performance improvement plan will be documented on the mid-rotation feedback form

 Upon completion, the student/course director signed and dated form will be uploaded to the curriculum management platform.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.7 Formative Assessment and Feedback

History

  • 1/21/2020 Policy adopted [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 6/17/2025 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Senior Associate Dean for Medical Education

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Policy 550.00 | Evaluation of the Curriculum
Body

Policy Statement

It is the professional responsibility of the student to participate in the ongoing improvement of the Larner College of Medicine (LCOM), its curriculum, and its learning environment. As such, all students are required to participate in the evaluation of courses, faculty, peers, and the learning environment. Students must complete a confidential evaluation at the end of a required course. All evaluations are aggregated and provided to the course director, the Student Education Committee (SEC), and faculty after student grades are released. De-identified evaluation data are analyzed and shared for curriculum quality improvement purposes and may be used for medical education research to improve curriculum and its delivery.

Policy Elaboration/Procedures

All evaluations are confidential and are expected to be respectful, professional, and constructive. Student evaluations are protected so that student identity cannot be determined by faculty or administration from within the evaluation system. However, there are two circumstances in which the identity of the student completing the evaluation may be determined:

  1. If an evaluation of a course, faculty member, or peer contains language that implies a threat to the safety of the student or other member of the community, the Associate Dean for Students will be notified to request the identity of the student author be revealed to address a potential threat to safety.
  2. If the Learning Environment and Professionalism (LEAP) Committee receives a report from any source that an evaluation contains language that may be in violation of the LCOM Professionalism Statement (e.g., disrespectful, defamatory, or discriminatory), after review, the Director of the Learning Environment may be notified  to request the identity of the student author to learn more and to provide professionalism training, guidance, and support that is non-punitive and aims to bolster the efficacy of the student feedback. The Director of the Learning Environment and the LEAP committee (if involved) will not reveal the student’s identity to the reporting faculty member, the course director, or the course staff.

Student completion and submission of end-of-course evaluations is mandatory in required courses. Completion of evaluations will be monitored by the Office of Medical Education and are considered a professional responsibility of medical students. Repeated failure to complete required evaluations, or repeated violations of the LCOM Professionalism Statement related to evaluations, will result in professionalism concerns that may lead to sanctions, up to and including academic advancement, scholarship, and leadership opportunities, and/or referral to the Fitness Committee.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Not Applicable

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 8.3 Curricular Design, Review, Revision/Content Monitoring
  • 8.7 Comparability of Education/Assessment

History

  • 4/15/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/18/2015 Policy Revised [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 8/10/2017 Policy Revised [Medical Curriculum Committee]
  • 12/20/2017 Policy Revised [Medical Curriculum Committee]
  • 7/9/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 8/20/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Medical Education (Director of Curriculum Evaluation and Assessment)

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Policy 560.00 | Satisfactory Academic Progress
Body

Policy Statement

Students must maintain Satisfactory Academic Progress (SAP) in order to remain enrolled as Doctor of Medicine (M.D.) degree candidates. The Larner College of Medicine SAP policy includes both qualitative and quantitative standards. Academic progress for medical students is closely monitored by the Larner College of Medicine Advancement Committee. The specific standards by which the Advancement Committee operates are detailed within the Medical Student Handbook.

Policy Elaboration

Qualitative Standards
  1. The qualitative standards for academic progress for each level are detailed in the Review of Academic Performance for Foundations, Clerkship and Advanced Integration respectively, and Policy 690.10 Fitness Committee Procedure and Review of Professional Performance. Each student’s progress is reviewed at least once every academic year by the Advancement Committee.
  2. Students must pass each segment of the curriculum to the satisfaction of the Advancement Committee before advancing to the next segment and must complete all requirements of the curriculum to the satisfaction of the Committee in order to graduate. Students must maintain academic standing consistent with the Larner College of Medicine’s graduation requirements, as outlined in Policy 565.45 Graduation Degree Requirements. Students are considered to have academic standing consistent with the College’s graduation requirements if they are progressing through the curriculum to the satisfaction of the Advancement Committee.
  3. As outlined in the level specific policies listed above, students who fail any course, clerkship, or Advanced Integration level rotation must establish a formal plan with the course director that must be approved by the Advancement Committee to address identified deficiencies. Clerkship courses and required Advanced Integration course failures require repeating and successfully passing the entire course. Satisfactory remediation of deficiencies in any curriculum level realigns a student’s academic standing to Satisfactory Academic Progress (SAP) consistent with the college’s standards for graduation, provided they continue to meet the quantitative standards.
  4. Students who fail to meet the qualitative standards may be dismissed from the Larner College of Medicine.
Quantitative Standards
  1. The quantitative standards are monitored by the Advancement Committee.
  2. The Larner College of Medicine curriculum has three segments: Foundations, Clerkship and Advanced Integration. The standard lengths of these curricular segments are as follows:
    1. Foundations Level – 19 months
    2. Clerkship Level – 12 months
    3. Advanced Integration Level – 14 months
  3. In order to ensure timely progress toward their degrees and maintain Satisfactory Academic Progress (SAP), students must:
    1. Complete the Foundations Level within three years of matriculation to the Larner College of Medicine.
    2. Complete the Clerkship Level within two years
      1. Students who take more than the standard 19 months to complete the Foundations Level must plan for completion of the Clerkship Level on a schedule that ensures completion of the full M.D. program, including the Advanced Integration Level, by the end of the sixth academic year from their Larner College of Medicine matriculation date.
    3. Complete the Advanced Integration Level within two years, or by the end of the sixth calendar year following their Larner College of Medicine matriculation date, whichever is sooner.
  4. The maximum timeframe to earn the M.D. degree is six calendar years, including any granted leaves of absence.
    1. Applicants officially become Larner Medical students on the first day of classes; this is a student’s official matriculation date. Students shall not remain enrolled as candidates for the M.D. degree and shall not receive financial aid beyond six calendars years from their matriculation date.
    2. Pursuit and attainment of an advanced degree during medical education may allow enrollment beyond six years.
      1. The advanced degree(s) (master’s degree or higher) must be at a Title IV approved institution.
      2. Upon conferral of the additional degree, the number of weeks during which the student was actively enrolled in credit-bearing courses required to successfully complete the degree, as officially documented by the degree-granting institution, is excluded from the six-year cumulative maximum timeframe.
  5. Students who fail to meet the quantitative standards are ineligible for financial aid. However, students will be eligible for financial aid during periods of Financial Aid Probation which include:
    1. The time between referral to the Advancement Committee for Academic Review for not meeting SAP and the scheduled review date.
    2. Or if the Advancement Committee has approved the student to continue in the curriculum under a formal written plan stipulating specific deadlines for the student to meet the quantitative standards, returning them to SAP.
    3. Or if a student is on an approved Leave of Absence that requires Advancement Committee review prior to returning to the curriculum.
Repeated Coursework

A student repeating a course, clerkship, or rotation with the approval of the Advancement Committee is considered to be making Satisfactory Academic Progress provided they continue to meet the quantitative and qualitative standards.

Grades of Incomplete and Course Withdrawals

Grades of Incomplete and Withdrawal may be made up with the permission of the Advancement Committee. A student completing a plan to address a grade of Incomplete or Withdrawal, with the approval of the Advancement Committee, is considered to have an academic standing consistent with the College’s graduation requirements and therefore to be maintaining Satisfactory Academic Progress, provided they continue to meet the quantitative standards.

Grades of Incomplete due to a first failure of Clinical Skills Examinations may be remediated without authorization of the Advancement Committee as described in Policy 540.30 Grading: Foundations  Level and Policy 540.40 Grading: Clerkship Level.  A grade of Incomplete due to a first failure of a clerkship knowledge assessment may also be remediated without Advancement Committee authorization.

Incomplete

An Incomplete is a temporary grade, recorded by the Course Director when the student must complete a finite amount of work in order to satisfy the learning objectives without re-enrolling in the course.

A grade of Incomplete may be recorded on a student’s transcript in the following circumstances:

  1. Any level:
    1. An examination delay approved by the Associate/Assistant Dean for Students.
    2. Failure to meet goals and objectives of the course with approved absence.
       
  2. Foundations Level:
    1. Failure to pass the Clinical Skills Exam (CSE) on the first attempt.
  3. Clerkship Level:
    1. Failure to pass the assessment of medical knowledge on the first attempt but passing all other graded components of the clerkship and completing all clerkship assignments.
    2. Failure to pass the CSE on the first attempt but passing all other graded components of the clerkship and completing all clerkship assignments.
    3. Failure to complete all clerkship assignments.
    4. Inability to meet the clinical requirements of the clerkship due to absence or illness.
  4. Advanced Integration Level:
    1. Failure to pass a required end of rotation knowledge or clinical assessment on the first attempt but otherwise receiving passing evaluations on clinical performance.
    2. Failure to complete required coursework including but not limited to case logs, interaction tracker, writing assignments, or any other required rotation assignments by time of grade submission.

A student who receives a grade of Incomplete for failure to pass a Foundations Level CSE on the first attempt must remediate and retake the CSE within two weeks of notification of their CSE grade. For the Clerkship Level, a grade of Incomplete may be updated to a Pass by successful retake of either the medical knowledge exam, the assessment of clinical skills examination, or completion of other assignments (whichever applies). For the Advanced Integration Level, a grade of Incomplete may be updated to Pass by successful retake of the end of rotation knowledge or clinical assessment and/or submission of missing required coursework.

When entering a grade of Incomplete into a student’s record, the Course/Clerkship Director may specify a deadline for the student to address the Incomplete not to exceed one calendar year from the end date of the original course/rotation. In the absence of an alternate deadline, as established by the Director, all grades of Incomplete will be automatically updated to a final grade of Fail effective one year from the end date of the course, clerkship, or rotation, unless the student has received an approved extension in writing for extenuating circumstances, as determined by an Assistant or Associate Dean for Students. Any extension cannot exceed the maximum timeframe for degree completion (Quantitative Standards, above). Any exception to the policy requires a request, review, and approval from the Advancement Committee.
 

Course Withdrawals

A final course grade of Withdrawn may be recorded on a student’s transcript in the following circumstances:

  1. Any level: An important distinction, especially if considering a leave of absence, a final course grade of Withdrawn will be recorded if a student wishes to “step out of” a learning activity after the first meeting of the course, clerkship, or clinical rotation. A grade of Incomplete may be recorded only if the criteria noted under the Incomplete section of this policy (Policy 560.00) is met.
  2. Foundations Level: A student may withdraw from a Foundations Level course by submitting a request to withdraw in writing to the Assistant/Associate Dean for Students. This request must be made prior to the onset of the final examination in the course. Only the Assistant/Associate Dean for Students can approve a request to withdraw in consultation with the Course Director and the Assistant Dean for Foundations Curriculum. The transcript grade for such a course will be recorded as Withdrawn unless the student’s cumulative grade in the course is failing at the time of withdrawal, in which case a grade of Fail will be recorded on the student’s transcript. A student must enroll in a remediation or full future delivery of the course or equivalent of the course if/when the course no longer exists to complete the course requirements. All plans for course remediation must be approved by the Advancement Committee prior to enrolling in the course and/or remediation. Requests to return to the curriculum following course withdrawals must be reviewed and approved by the Advancement Committee.
  3. Clerkship Level: A student may withdraw from a Clerkship Level rotation by submitting a request to withdraw in writing to the Assistant/Associate Dean for Students. This request must be made prior to the final day of the rotation. Only the Assistant/Associate Dean for Students can approve a request to withdraw in consultation with the Course Director and the Assistant Dean for Clerkship Curriculum. The transcript grade of Withdrawn will be recorded for such a rotation. A narrative assessment of the student’s performance prior to the withdrawal will be submitted for incorporation into the student’s permanent record. Requests to return to the curriculum following Clerkship Level withdrawals must be reviewed and approved by the Advancement Committee.
  4. Advanced Integration Level: A student may withdraw from an Advanced Integration level rotation by submitting a request in writing to the Assistant/Associate Dean for Students. This request must be made prior to the final day of the rotation. Only the Assistant/Associate Dean for Students can approve a request to withdraw in consultation with the Course Director and the Assistant Dean for Advanced Integration. The transcript grade of Withdrawn will be recorded for such a rotation. A narrative assessment of the student’s performance prior to the withdrawal will be submitted for incorporation into the student’s permanent record. Requests to return to the curriculum following Advanced Integration level withdrawals will be reviewed and approved by the Advancement Committee.

Medical students who wish to permanently withdraw from the College should refer to Policy 593.00 Withdrawing from the Larner College of Medicine.

Transfer Credits

The Larner College of Medicine does not admit transfer students with advanced academic standing. 

Academic Amnesty

All coursework completed as part of a student’s M.D. program at the Larner College of Medicine shall be reviewed when determining whether the student is making academic progress. Academic records including results of NBME shelf exams are never altered or expunged after students remediate or retake courses and degree requirements.

Financial Aid Implications

Students shall reference the University of Vermont Student Financial Services Financial Aid Handbook for related policies. Unless permanently dismissed from the Larner College of Medicine, student loans remain available to utilize during periods of credit-bearing academic enrollment through a maximum duration of six calendar years.

Institutional Scholarships

The Larner College of Medicine has the right to terminate any institutional scholarship funding in the instance of failing grade(s) and/or any evidence of unsatisfactory academic progress. Scholarship recipients shall have the right to appeal for scholarship reinstatement following successful remediation and/or academic plan approved by the Advancement Committee.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

University of Vermont Student Financial Services Financial Aid Handbook

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised: Incompletes and Withdrawals [Medical Curriculum Committee]
  • 6/19/2018 Policy Revised: Quantitative Standards [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised: Quantitative Standards [Medical Curriculum Committee]
  • 6/18/2019 Policy Revised: Academic Amnesty [Medical Curriculum Committee]
  • 8/20/2019 Gender Neutral Language Edit: Notification and Right to Appeal [Medical Curriculum Committee]
  • 6/16/2020 Policy Revised: All sections combined into one policy [Medical Curriculum Committee]
  • 8/6/2020 Policy Revised [Medical Curriculum Committee]
  • 9/30/2020 Policy Revised [Medical Curriculum Committee]
  • 12/14/2021 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 3/19/2024 Policy Revised [Medical Curriculum Committee]
  • 6/18/2024 Policy Revised [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Liaison Committee on Medical Education (LCME) Standard(s)

  • 9.6 Setting Standards of Achievement
  • 9.9 Student Advancement and Appeal Process
  • 10.3 Policies Regarding Student Selection/Progress and Their Dissemination

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 565.10 | Advancement Committee Procedure and Review of Academic Performance
Body

Policy Statement

The purpose of the Advancement Committee is to protect the public and the medical profession by ensuring that the academic standards of the Larner College of Medicine are upheld. It is composed of nine faculty members and a student from each class who review the academic progress of the medical students. The Committee reviews student performance at regular intervals and determines whether classes of students should advance among the levels of the Vermont Integrated Curriculum (Foundations Year 1, Foundations Year 2, Clerkship, and Advanced Integration). It sends to the College Faculty the names of candidates to be recommended for graduation. The Committee also determines the course of action for individual students who fail to show sufficient academic progress during their studies.

There are four student members (one from each class) that serve on the Committee as full voting members. To prevent conflict of interest, student members are required to abstain from voting on advancement decisions pertaining their own class. The Committee meets approximately ten times per year. With the exception of the global graduation recommendations, the proceedings of the Committee are strictly confidential and its voting members do not advise or advocate for individual students. The Associate Dean for Students is an ex officio, non-voting member of the Committee who serves as the student advocate during the proceedings.

Policy Elaboration

Decisions made by the Committee will be based upon a simple majority vote by the voting members present while in executive session. The outcome of the vote will be recorded in the minutes of the meeting. The Committee Chair shall notify the reviewed student, in writing by emailed letter, of the Committee’s decision.

Students are encouraged, but not required, to discuss a referral to the Advancement Committee with their academic advisor (PCR mentor and/or specialty).

Formal Reviews
  1. A student referred to the Advancement Committee for formal review will be informed in writing via electronically mailed letter from the Committee chairperson. This notification shall:
    1. State the specific reasons for which the student’s performance is being reviewed.
    2. Indicate the student has been referred for formal review, and state that any student who appears before the Advancement Committee for a formal review is at risk of dismissal from the College.
    3. Advise the student of their right to review their file before the review.
    4. Inform the student of the membership of the Committee. (Note “Conflicts of Interest” section below.)
    5. Advise the student of their right to appear before the Advancement Committee and to be accompanied by a faculty or student advisor of the student’s choice. The advisor must be a member of the University community and shall not be an attorney or a family member. Should the student choose to use their right to appear before the Committee:
      1. At the meeting, the student shall have the right to hear the evidence upon which the proceedings are based and be given the opportunity to provide their perspective.
      2. The student may present additional data to the committee.
      3. A student may call witnesses to give evidence on their behalf.
      4. Additional witnesses may be called by the committee.

 

  1. Prior to the meeting, the student must submit the following items no later than the deadline indicated in the letter:
    1. A personal statement reflecting on their academic performance,
    2. A remediation plan to the Committee, as stipulated in the Medical Student Handbook level-applicable Review of Academic Performance policy, and
    3. Any additional supporting documentation the student wishes to provide to the Committee for their review and consideration.

 

3. Any Committee’s sanctions are limited to the provisions of the Medical Student Handbook.

4. All formal Advancement Committee decisions may be appealed to the Dean of the Larner College of Medicine. The written appeal must be based solely upon issues of procedural error(s), clear abuse of discretion during the proceedings before the Advancement Committee, and/or new evidence which was not available prior to or during any Advancement Committee reviews. Appeal procedure and requirements are as follows:

  1. The student must provide written notification of intent to appeal an Advancement Committee decision within forty-eight hours of delivery of the committee’s written notification by email. Unless written notification of intent to appeal is received within this timeframe, the decision will be effective as of the date the Advancement Committee rendered it.
  2. If notification of intent to appeal is received within the above designated timeframe, the formal written appeal must be provided to the Dean within eight business days of the date indicated on the Advancement Committee decision letter. Unless written appeal is received by the office of the Dean of the College on or before the eighth business day, the decision will be effective as of the date the Advancement Committee rendered it.
  3. In the specific instances where the decision of the Committee is dismissal from the Larner College of Medicine, if the student submits notification of intent to appeal, they may request a personal leave of absence during the interval between receipt of written notification of the decision and the expiration of the appeal period, the student remains actively enrolled in the College or they may continue normal student activities, except in instances in which a student has been placed involuntarily on an administrative leave of absence.
  4. If a student files a formal written appeal within the stipulated requirements, and the Dean affirms the decision of the Committee, the decision shall be effective on the date of the Dean’s decision.
  5. The decision of the Dean shall be final. The Dean, or their designee, will provide the decision in writing via an electronically mailed letter to the student’s Larner College of Medicine email account.
Informal Reviews

A student referred to the Advancement Committee for informal review will be informed in writing via electronically mailed letter from the Committee chairperson. This notification shall:

  1. State the specific reasons for which the student's performance is being reviewed.
  2. Indicate the review is an informal review, due to concerns flagged regarding the student's academic performance.
    1. An informal review is designed to provide students with a more formal structure to develop a plan to return to Satisfactory Academic Progress before a student is escalated to a level that may be captured in a student’s permanent record. Students are expected to engage in the process actively and professionally, sharing in the goal to return the student to academic success.
  3. Advise the student of their right to review their file before the review.
  4. State that the student is not at risk of dismissal but is being asked to submit a remediation plan to the Committee by a deadline specified within the letter, as stipulated in the Medical Student Handbook level-applicable Review of Academic Performance policy.
    1. If a student fails to engage in the informal process, the student may be escalated to a formal review of their academic performance.
    2. If the Committee declines to endorse the provided remediation plan, the Committee may provide constructive feedback to the student and ask that the student, in partnership with the course/rotation director, revise the plan and resubmit it for review.
    3. Only the Advancement Committee may endorse a remediation plan.
    4. Failure of a student to successfully remediate to Satisfactory Academic Progress following endorsement of their remediation plan may result in the Committee commencing a formal review.
  5. Inform the student of the membership of the Committee. (Note “Conflicts of Interest” section below.)
Conflicts of Interest

The bases for recusal and objection are the same regardless of the type of review. The student will be informed of the membership of the Committee .

  1. Members of the Advancement Committee are reminded at each meeting by the chair that anyone who has provided sensitive health, psychiatric or psychological services to a medical student before the Committee must recuse themselves from taking part in decisions regarding that student’s advancement and/or graduation; moreover, each member reviews, reaffirms and signs a documented commitment to recuse themselves under the aforementioned circumstances on an annual basis.
  2. If the student objects to the participation of any member of the Committee, the student must provide a written statement of the objection, including the factual basis for the objection, to the chairperson of the Committee at least twenty-four hours before the meeting of the Committee.
  3. If the objection is deemed reasonable by the chairperson, the member(s) challenged shall recuse themselves from the students review and be replaced by an alternate, if necessary, to maintain quorum. The alternate member will be appointed by the Senior Associate Dean for Medical Education in consultation with the chairperson of the Committee. If the student challenges the Committee’s chairperson, the Senior Associate Dean shall consider the objection and if deemed reasonable shall appoint a substitute chairperson from the faculty membership of the Advancement Committee or the faculty-at-large. The appointed alternate member will have full voting rights in the deliberations of the Committee.
  4. Generally, a member of the Committee will only be removed for an actual demonstrated conflict of interest.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 9.6 Setting Standards of Achievement
  • 9.9 Student Advancement and Appeal Process
  • 10.3 Policies Regarding Student Selection/Progress and Their Dissemination

History

  • 1/22/2003 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 6/22/2004 Policy Revised [Medical Curriculum Committee]
  • 5/20/2014 Policy Affirmed [Medical Curriculum Committee]
  • 12/19/2017 Policy Revised [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 6/16/2020 Policy Reformatted [Medical Curriculum Committee]
  • 1/26/2021 Policy Edited/Re-titled [Medical Curriculum Committee]
  • 12/19/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Services Coordinator)

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Policy 565.20 | Review of Academic Performance: Foundations Level
Body

Policy Statement

The Advancement Committee will review the cumulative academic progress of each medical student at least twice within each curricular segment to ensure that students are meeting both quantitative and qualitative standards in accordance with Policy 560.00 Satisfactory Academic Progress.

Specific to the Foundations Level of the Curriculum:

  1. Students must satisfactorily complete the requirements of Foundations Level Year One to progress to Foundations Level Year Two by vote of the Advancement Committee.
  2. Students must satisfactorily complete the requirements of Foundations Level Year Two to progress to the Clerkship Level by vote of the Advancement Committee.
    This includes passing the End of Foundations (EOF) Level Clinical Skills Examination (CSE). To be eligible to take the EOF CSE, students must be making satisfactory academic progress. A student failing the CSE after one attempt must retake the exam. A student failing on the second attempt will be referred to the Advancement Committee.
  3. The USMLE Step 1 Exam may only be taken after the successful completion of all Foundations Level courses and academic requirements. Students must take the Exam in accordance with Policy 540.70 USMLE Examinations. This exam should be taken prior to the start of the Transitions to Clerkship course, unless formally approved for a delay per Policy 540.70.

All unsatisfactory academic performances in Foundations Level courses will be reviewed by the Advancement Committee at its regularly scheduled meeting, provided that the meeting date is no sooner than seven days from notification of of the student of the unsatisfactory performance.

Policy Elaboration

Criteria for advancement review will include a student's academic record, including assessments, numerical grades, narrative comments and completion of requirements.

Any failure to meet Satisfactory Academic progress in the Foundations Level may result in referral to the Advancement Committee for review. Grounds for referral are outlined below.

Informal Review

An informal review is designed to help students develop a plan to return to Satisfactory Academic Progress before a student is escalated to a level that may be captured in a student’s permanent record. Students are expected to engage in the process actively and professionally, sharing in the goal to return the student to academic success.

The following will prompt an informal review by the Advancement Committee:

  1. Three Foundations Level grades of Marginal Pass (course and/or Foundations of Clinical Science (FoCS) course single block grades).
  2. Single FoCS block grade of Fail.*
  3. Any grades of Incomplete.
  4. Unsatisfactory academic progress despite a passing grade (e.g., referral for identified patterns of concern).

An informal review is appropriate when the Advancement Committee is made aware of concerns regarding a student’s academic progress as indicated above. Students will be notified of the Committee’s concerns in writing at least seven days in advance of the meeting and asked to develop and submit a formal academic improvement plan to the Committee, including specific dates and timelines for return to Satisfactory Academic Progress and the resources they intend to call upon. The Committee will review the student’s complete academic record and proposed written remediation plan. Where the Committee believes the student has created a comprehensive and well thought out remediation plan, the Committee will offer its endorsement and communicate that endorsement to the student in writing. If the Committee does not feel the proposed remediation plan addresses the concerns raised, they will communicate their concerns to the student in writing and ask that the remediation plan be resubmitted.

A student’s failure to respond to the Committee’s informal review notice and submit a remediation plan for endorsement may result in the Committee commencing a formal review of their academic performance. Additionally, failure of a student to successfully remediate to Satisfactory Academic Progress will result in the Committee commencing a formal review.

Procedures for an informal Advancement Committee review are outlined in Policy 565.10 Advancement Committee Procedure and Review of Academic Performance.

*All FoCS single-block failures have pre-approved standardized remediation plans. For students who receive a single-block failure, the student will meet with the Course Director and the Associate/Assistant Dean for Students to discuss the provided pre-approved plan. Should the student wish to appeal or change anything in the plan, they may do so, and present the revised plan to the Advancement Committee for review at the next scheduled meeting.

Formal Review

The following will prompt a formal Advancement Committee review:

  1. Failing to successfully remediate to Satisfactory Academic Progress following Advancement Committee endorsement of a remediation plan
  2. Course grade of Fail.
  3. Subsequent indicators of unsatisfactory progress after any previous referral to the Committee (e.g., additional grades of Marginal Pass, Incomplete, and/or Fail).
  4. Unsatisfactory academic progress despite a passing grade (e.g., referral for identified patterns of concern).

Procedures for an Advancement Committee review are outlined in Policy 565.10 Advancement Committee Procedures and Review of Academic Performance. 

Remediation

Only the Advancement Committee can approve a course and/or block remediation plan. Remediation is considered a contract between the Course Director and the student. The remediation plan must include the following, at a minimum:

  1. Requirements the student must fulfill to achieve the course objectives. Clearly stipulated requirements may substitute for a full version of the course.
  2. Explicit dates and/or final deadline for achieving said objectives/requirements.

Students must successfully complete any in-progress remediation plans for Foundations Level Year One courses or blocks prior to beginning Foundations Level Year Two.

Students must successfully complete any in-progress remediation plans for Foundations Level Year Two courses prior to beginning their Clerkship Level.

Students may not remediate two courses simultaneously.

Any student who fails a course twice, as a result of an unsuccessful course remediation or repeat, will be dismissed from the Larner College of Medicine.

A student may withdraw from a Foundations Level course in accordance with Policy 560.00 Satisfactory Academic Progress (“Course Withdrawals” section).

Applicability of the Policy

Foundations Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 9.4 Assessment System
  • 9.6 Setting Standards of Achievement
  • 9.9 Student Advancement and Appeal Process

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 3/21/2017 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 9/19/2017 Policy Revised [Medical Curriculum Committee]
  • 12/19/2017 Policy Revised [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 6/18/2019 Policy Revised [Medical Curriculum Committee]
  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]
  • 12/17/2019 Reformatted [Medical Curriculum Committee]
  • 8/18/2020 Policy Revised [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 9/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Pre-Clinical Curriculum; Associate/Assistant Dean for Students

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Policy 565.30 | Review of Academic Performance: Clerkship Level
Body

Policy Statement

The Advancement Committee will review the cumulative academic progress of each medical student at least twice within each curricular segment to ensure that students are meeting both quantitative and qualitative standards in accordance with Policy 560.00 Satisfactory Academic Progress.

Specific to the Clerkship Level of the Curriculum:

  1. Students must satisfactorily complete the requirements of Foundations Level Years One and Two to progress to the Clerkship Level by vote of the Advancement Committee.
     
  2. Students must pass the End of Clerkship Level (EOC) Clinical Skills Examination (CSE) to graduate. A student failing the CSE after one attempt must retake the exam. A student failing on the second attempt will be referred to the Advancement Committee for formal review. To be eligible to take the EOC CSE, a student must meet one of the following three requirements below:
    1. Complete all clerkship requirements, or
    2. Complete all clerkship clinical requirements other than failing to receive a passing grade on the NBME subject/MCQ exam, or
    3. Have less than a week of clinical work remaining in a six- or seven-week clerkship or two days remaining in a three-and-a-half-week clerkship.
  3. A student failing two or more Clerkships will be dismissed from the Larner College of Medicine for unsatisfactory performance, even if either failure has already been successfully remediated.

All unsatisfactory academic performances in the Clerkship Level will be reviewed by the Advancement Committee at its regularly scheduled meeting, provided that the meeting date is no sooner than seven days from notification of the student of the unsatisfactory performance.

Policy Elaboration

Criteria for advancement in curriculum will include a student’s academic record, including assessments (numerical grades, narrative comments) and completion of requirements).
 

Any failure to meet Satisfactory Academic progress in the Clerkship Level may result in referral to the Advancement Committee for review. Grounds for referral are outlined below.

Informal Review

An informal review is designed to help students develop a plan to return to Satisfactory Academic Progress before a student is escalated to a level that may be captured in a student’s permanent record. Students are expected to engage in the process actively and professionally, sharing in the goal to return the student to academic success.

The following will prompt an informal review by the Advancement Committee:

  1. Any course grades of Incomplete.
  2. Receiving a grade of fail on two or more separate clerkship medical knowledge multiple choice examination.
  3. Unsatisfactory academic progress despite a passing grade (e.g., referral for identified patterns of concern)

An informal review is appropriate when the Advancement Committee is made aware of concerns regarding a student’s academic progress as indicated above. Students will be notified of the Committee’s concerns in writing and asked to develop and submit a formal academic improvement plan to the Committee, including specific dates and timelines, outlining their plan to return to Satisfactory Academic Progress and the resources they intend to call upon. The Committee will review the student’s complete academic record and proposed written remediation plan. Where the Committee believes the student has created a comprehensive and well thought out remediation plan, the Committee will offer its endorsement and communicate that endorsement to the student in writing. If the Committee does not feel the proposed remediation plan addresses the concerns raised, they will communicate their concerns to the student in writing and ask that the remediation plan be resubmitted.

A student’s failure to respond to the Committee’s informal review notice and submit a remediation plan for endorsement may result in the Committee commencing a formal review of their academic performance. Additionally, failure of a student to successfully remediate to Satisfactory Academic Progress may result in the Committee commencing a formal review.

Procedures for an informal Advancement Committee review are outlined in 565.10 Advancement Committee Procedures and Review of Academic Performance.

Formal Review

The following will prompt a formal review by the Advancement Committee:

  1. Failure to successfully remediate to Satisfactory Academic Progress following Advancement Committee endorsement of a remediation plan
  2. A final grade of Fail for a Clerkship
  3. Subsequent indicators of unsatisfactory progress after any previous referral to the Committee (e.g., additional grades of Incomplete and/or Fail)
  4. Failing a second attempt of the End of Clerkship CSE
  5. Unsatisfactory academic progress despite a passing grade (e.g., referral for identified patterns of concern)

In the case of a formal review of academic progress the Advancement Committee may require a student to take certain actions including, but not limited to, remediating/repeating one or more clerkships or the Committee may dismiss the student from the Larner College of Medicine. All procedures and rights stipulated in Policy 565.10 Advancement Committee Procedures and Review of Academic Performance apply to a formal review.

Remediation

Only the Advancement Committee can approve a course remediation plan. Remediation is considered a contract between the Course Director and the student. The remediation plan must include the following, at a minimum:

  1. Requirements the student must fulfill to achieve the course objectives. Clearly stipulated requirements may substitute for a full version of the course.
  2. Explicit dates and/or final deadline for achieving said objectives/requirements.

Students may not remediate two clerkships simultaneously.

A student is not permitted to fail a Clerkship twice; any student who is unsuccessful in a remediation addressing a final grade of fail in a Clerkship will be dismissed from the Larner College of Medicine.

Note that a student may withdraw from a clerkship in accordance with Policy 560.00 Satisfactory Academic Progress (“Course Withdrawals” section).

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 8.6 Monitoring Completion of Required Clinical Experiences
  • 9.4 Assessment System
  • 9.6 Setting Standards of Achievement
  • 9.9 Student Advancement and Appeal Process

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 11/18/2014 Policy Revised [Medical Curriculum Committee]
  • 8/17/2015 Policy Revised [Medical Curriculum Committee]
  • 3/21/2017 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 12/19/2017 Policy Revised [Medical Curriculum Committee]
  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]
  • 12/17/2019 Reformatted [Medical Curriculum Committee]
  • 8/18/2020 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 1/17/2022 Policy Revised [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 9/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Assistant Dean of the Clerkship Curriculum; Associate/Assistant Dean for Students

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Policy 565.40 | Review of Academic Performance: Advanced Integration Level
Body

Policy Statement

The Advancement Committee will review the cumulative academic progress of each medical student at least twice within each curricular segment to ensure that students are meeting both quantitative and qualitative standards in accordance with Policy 560.00 Satisfactory Academic Progress.

Specific to the Advanced Integration Level of the Curriculum:

  1. Students must satisfactorily complete the pre-requisite Clerkship Level course to progress to an Advanced Integration Level course by vote of the Advancement Committee.
  2. A student failing two or more Advanced Integration Level rotations will be dismissed from the Larner College of Medicine for unsatisfactory performance, even if either failure has already been successfully remediated.
  3. The Advancement Committee will have the final authority to decide whether the student has met the requirements for graduation. The degree of Doctor of Medicine is granted by the Board of Trustees of the University of Vermont to candidates only upon recommendation of the Advancement Committee, the faculty of the Larner College of Medicine, and the University Faculty Senate. The Advancement Committee will initiate these recommendations for all students who satisfactorily complete Advanced Integration Level and satisfy all graduation requirements.

All unsatisfactory academic performances in the Advanced Level of the curriculum will be reviewed by the Advancement Committee at its earliest scheduled meeting, provided that the meeting date is no sooner than seven days from notification of unsatisfactory performance.

Policy Elaboration

Criteria for advancement in curriculum will include a student's academic record, including assessments (numerical grades, narrative comments) and completion of requirements.

Any failure to meet Satisfactory Academic progress in the Advanced Integration Level may result in referral to the Advancement Committee for review. Grounds for referral are outlined below.

Informal Review

An informal review is designed to help students develop a plan to return to Satisfactory Academic Progress before a student is escalated to a level that may be captured in a student's permanent record. Students are expected to engage in the process actively and professionally, sharing in the goal to return the student to academic success. 

The following will prompt an informal review by the Advancement Committee:

  1. Concern student will not meet Advanced Integration Level requirements in time to graduate.
  2. Unsatisfactory academic progress despite a passing grade (e.g., referral for identified patterns of concern)

An informal review is appropriate when the Advancement Committee is made aware of concerns regarding a student’s academic progress as indicated above. Students will be notified of the Committee’s concerns in writing and asked to develop and submit a formal academic improvement plan to the Committee, including specific dates and timelines, outlining their plan to return to Satisfactory Academic Progress and the resources they intend to call upon. The Committee will review the student’s complete academic record and proposed written remediation plan. Where the Committee believes the student has created a comprehensive and well thought out remediation plan, the Committee will offer its endorsement and communicate that endorsement to the student in writing. If the Committee does not feel the proposed remediation plan addresses the concerns raised, they will communicate their concerns to the student in writing and ask that the remediation plan be resubmitted.

A student’s failure to respond to the Committee’s informal review notice and submit a remediation plan for endorsement may result in the Committee commencing a formal review of their academic performance. Additionally, failure of a student to successfully remediate to Satisfactory Academic Progress may result in the Committee commencing a formal review.

Procedures for an informal Advancement Committee review are outlined in Policy 565.10 Advancement Committee Procedures and Review of Academic Performance.

Formal Review

The following will prompt a formal review by the Advancement Committee:

  1. Failure to successfully remediate to Satisfactory Academic Progress following Advancement Committee endorsement of a remediation plan.
  2. Failure of any graduation requirement.
  3. Subsequent indicators of unsatisfactory progress after any previous referral to the Committee (e.g., additional grades of Incomplete and/or Fail).

In the case of a formal review of academic progress the Advancement Committee may require a student to take certain actions including, but not limited to, remediating/repeating one or more courses or rotations, repeating an entire curricular segment, or the Committee may dismiss the student from the Larner College of Medicine. All procedures and rights stipulated in Policy 565.10 Advancement Committee Procedures and Review of Academic Performance apply to a formal review.

Remediation

A student failing any Advanced Integration Level rotation may, on vote of the Advancement Committee, be permitted to remediate the failure in a manner to be determined by the Course Director. In addition, the Advancement Committee may require modifications in the student’s subsequent plan of study for the Advanced Integration Level.

Only the Advancement Committee can approve a course remediation plan. Remediation is considered a contract between the Course/Rotation Director and the student. The remediation plan must include the following, at a minimum:

  1. Requirements the student must fulfill to achieve the course objectives. Clearly stipulated requirements may substitute for a full version of the course.
  2. Explicit dates and/or final deadline for achieving said objectives/requirements.

Students may not remediate two rotations simultaneously.

A student is not permitted to fail a rotation twice; any student who is unsuccessful in a remediation addressing a final grade of fail in a rotation will be dismissed from the Larner College of Medicine.

A student may withdraw from an Advanced Integration Level course in accordance with Policy 560.00 Satisfactory Academic Progress (“Course Withdrawals” section).

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 8.6 Monitoring Completion of Required Clinical Experiences
  • 9.4 Assessment System
  • 9.6 Setting Standards of Achievement
  • 9.9 Student Advancement and Appeal Process

History

  • 4/15/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/18/2015 Policy Revised [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 8/10/2017 Policy Revised [Medical Curriculum Committee]
  • 12/20/2017 Policy Revised [Medical Curriculum Committee]
  • 7/9/2018 Policy Revised [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 8/18/2020 Policy Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 11/21/2023 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Senior Associate Dean for Medical Education; Associate/Assistant Dean for Students

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Policy 565.45 | Graduation Degree Requirements
Body

Policy Statement

To graduate from the University of Vermont Larner College of Medicine, degree candidates must:

  1. Fulfill all course requirements in accordance with Policy 560.00 - Satisfactory Academic Progress.
  2. Pass USMLE Step 1 and Step 2 CK in accordance with  Policy 540.70 - USMLE Examinations.
  3. Complete a required rotation in which they are a member of a medical team that includes residents prior to submitting their residency application.
  4. Complete all Foundations and Clerkship Level requirements, including End of Foundations and End of Clerkship Clinical Skills Exams.
    1. Orientation
    2. Professionalism, Communications and Refection- I-III
    3. Foundations of Clinical Sciences
    4. Doctoring in Vermont I and II
    5. Public Health Projects I and II
    6. Attacks and Defenses
    7. Nutrition, Metabolism and Gastro-Intestinal Systems
    8. Medical Neuroscience
    9. Connections
    10. Cardiovascular, Respiratory and Renal Systems
    11. Human Development and Reproductive Health
    12. Convergence
    13. Foundations to Capstone
    14. Transition to Clerkship and Bridges (four credits)
    15. Family Medicine Clerkship
    16. Internal Medicine Clerkship
    17. Neurology Clerkship
    18. Obstetrics and Gynecology Clerkship
    19. Outpatient Internal Medicine Clerkship
    20. Pediatrics Clerkship
    21. Psychiatry Clerkship
    22. Surgery Clerkship
  5. Satisfactorily complete the Advanced Integration Level course requirements that follow. Per Federal Aid regulations and University Compliance guidance, students are not permitted to receive financial aid for credits which exceed those required to satisfy degree requirements. At the Advanced Integration Level students are required to enroll in 48 credits applicable to their degree.
    1. Acting Internship in Internal Medicine (four weeks).
    2. Acting Internship of student’s choice (four weeks).
    3. Emergency Medicine (four weeks)
    4. Surgical Subspecialties (two 2-week rotations)
    5. Teaching Practicum or Scholarly Project (four weeks)
    6. Electives (28 weeks)
  6. Complete Basic Life Support (BLS) and Advanced Cardiovascular Life Support (ACLS) certification courses (BLS-001 and ACLS-001). Active ACLS certification is not required for graduation, but if ACLS certification expires and student wishes to renew their certification, the student is responsible for the cost. Current Basic Life Support (BLS) provider card is not required for ACLS; however, students are expected to be proficient in BLS skills and to pass BLS-001 course.

Medical students officially become graduates of the Larner College of Medicine upon degree conferral.
 

Policy Elaboration and Procedures

Advanced Integration Level students are responsible for maintaining a current and accurate schedule in OASIS to ensure that all enrollment blocks are accounted for (academic calendars are available on the sidebar of the Vermont Integrated Curriculum webpage). Students should monitor wait list statuses. Retroactive enrollment and schedule changes are not permitted.

The National Resident Matching Program (NRMP) requires institutions to certify student eligibility for all students wishing to participate in The Match; thereby, indicating whether students are eligible to enter residency training by July 01. By January 1st in the student’s established graduation year, students’ schedules must reflect all course requirements to be considered eligible to participate in the NRMP.

In order to certify that an Advanced Integration Level student is on track to graduate, the student’s schedule must reflect all course requirements no later than January 1, and on an on-going basis throughout January, February, and March. Students may continue to modify their schedules after this date; however, all degree requirements must be completed by the last date of the final enrollment block. The Office of Medical Education will run periodic degree audits through April in order to provide a final graduation list for Advancement Committee approval in late spring. Students that do not meet the criteria will be referred to the Associate/Assistant Dean for Students for continued guidance and support to ensure the requirements are completed.

Please note that federal education loans are calculated and disbursed on a semester basis and require students to be enrolled at least half time to be considered eligible. The LCOM academic year is divided into two semesters for billing and aid purposes: spring (January 1 through June 30) and fall (July 01 through December 31).

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies/Resources

Important Graduation Information - UVM Office of the Registrar

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.1 Resident Participation in Medical Student Education
  • 9.9 Student Advancement and Appeal Process
  • 10.3 Policies Regarding Student Selection/Progress and Their Dissemination
  • 10.5 Technical Standards

History

  • 2/16/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 8/20/2019 Policy Revised [Medical Curriculum Committee]
  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]
  • 2/18/2020 Policy Revised [Medical Curriculum Committee]
  • 6/16/2020 Policy Revised [Medical Curriculum Committee]
  • 8/18/2020 Policy Revised [Medical Curriculum Committee]
  • 9/30/2020 Policy Revised [Medical Curriculum Committee]
  • 4/27/2021 Policy Revised [Medical Curriculum Committee]
  • 3/21/2023 Policy Revised [Medical Curriculum Committee]
  • 3/19/2024 Policy Revised [Medical Curriculum Committee]
  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students
 

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Policy 570.10 | Holidays and Vacations: Foundations Level
Body

Policy Statement

All University administrative holidays will be observed. Students will be excused for major holidays of personal significance. During Foundations, they will need to work with the course director and course coordinator to make up any missed requirements.

  1. The following are University administrative holidays. These will be observed, with no classes or other activities scheduled:
    1. Juneteenth
    2. Independence Day
    3. Labor Day
    4. Thanksgiving
    5. Holiday/Winter Break
    6. New Year’s Holiday
    7. Martin Luther King, Jr. Day
    8. President’s Day
    9. Memorial Day
  2. Vacation periods will be observed as follows:
    1. Noon the Wednesday before Thanksgiving until the following Monday morning.
    2. A Winter Break that includes the New Year’s Holidays.
    3. One week in March and/or April.
    4. An extended period (7-8 weeks) following the first year of medical school.
  3. Leaves of absence are not covered by this policy statement. Students seeking such leave should review the Leave of Absence policy, and must consult with the Associate/Assistant Dean for Students.

Applicability of the Policy

Foundations Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.3 Self-Directed and Life-Long Learning
  • 8.8 Monitoring Time

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/21/2017 Policy Edited [Medical Curriculum Committee]
  • 3/17/2020 Policy Reformatted [Medical Curriculum Committee]
  • 9/30/2020 Policy Revised [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 6/20/2023 Policy Revised [Medical Curriculum Committee]
  • 6/17/2025 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Assistant Dean, Pre-Clinical Curriculum (Director of Curricular Operations)

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Policy 570.20 | Holidays and Vacations: Clerkship Year
Body

Policy Statement

Students are provided vacation/holiday time during the Clerkship Level in accordance with the university or the clinical site they are assigned to. As part of the curriculum level checklist, students may request up to two additional days of personal holiday significance (per the UVM Interfaith Calendar and/or UVM Administrative Closures). 

Policy Elaboration

Vacation/Holiday periods will be observed in accordance with the university or the clinical site they are assigned to. Published vacation dates are subject to change, and students will be informed in advance of the Clerkship level of any changes.

  1. Holidays and vacations will be observed for all students on all clerkships according to the academic calendar. No formal teaching sessions will be scheduled, and students will not be expected to participate in clinical work or be “on call.”
    1. Thanksgiving (begins no later than 6 p.m. the Wednesday before Thanksgiving until the following Monday morning when clinical activities resume)
    2. Winter Vacation: A minimum of two weeks
      1. A minimum of one week in the summer months (June-August)
      2. A minimum of one week during the clerkship year depending on flight-group assignment
  2. Holidays (i.e. Memorial Day, etc.), other than those listed in the academic calendar, are observed in accordance with the standard practice of the specific clerkship, clinical department, and clinical service/team to which the clerkship student is assigned. Clerkship directors must make expectations regarding attendance and clinical/call duties during holidays explicit on or prior to the first day of the clerkship. If a student wants to observe a holiday not recognized by the practice, dept, service/team they are on, they can refer to #3 and request up to two additional days prior to the start of the Clerkship year.
  3. Major Holidays of Personal Significance: If a student requests an additional holiday(s) of personal significance prior to the start of the Clerkship year, the student is required to work with the course director and coordinator in advance to arrange clinical schedules to minimize absences from clinical education.  Students may be required to make up missed clinical time, at the discretion of the course director.

Applicability of the Policy

Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.3 Self-Directed and Life-Long Learning
  • 8.8 Monitoring Time

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/21/2017 Policy Edited [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 9/30/2020 Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 7/19/2022 Policy Revised [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean of Clerkship Curriculum

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Policy 570.30 | Holidays and Vacations: Advanced Integration
Body

Policy Statement

Students are provided vacation during the Advanced Integration Level. As part of the curriculum level checklist, students may request up to two additional holidays of personal significance (per the UVM Interfaith Calendar and/or UVM Administrative Closures).

Policy Elaboration

Holidays are observed in accordance with the standard practice of the clinical service on which the student is assigned. Students are expected to participate in clinical duties if they are enrolled in an acting internship, required course, or elective with patient care expectations during the holiday.

  1. Course Directors must make expectations regarding attendance and clinical/call duties during holidays explicit on or prior to the first day of the rotation.
  2. Students in the Advanced Integration Level are allotted a limited number of discretionary vacation weeks based on curriculum dates which they may schedule subject to compliance with the Attendance Policy. Generally, about a month of vacation is taken for residency interviewing. Excluding class-wide “gap weeks” as published on the academic year calendar for each class, students must schedule vacation weeks to account for any week when they are not enrolled in courses.
  3. Students may schedule up to four weeks for USMLE Step 2 CK Exam preparation for credit. The study month is an elective that may only be scheduled prior to taking the Step 2 CK Exam. Students who choose not to enroll in a study month do not receive additional vacation time.
  4. Students are responsible for maintaining an accurate and current schedule in the online scheduling system. Advanced Integration Level rotations are generally scheduled in four-week blocks within each month. Approval for variations, such as one- or three-week rotations, is rarely granted without extenuating circumstances. Students must first get permission from the Course Director, then obtain permission from the Associate Dean for Students. In general, approval is limited to Scholarly Project, research, or reading electives.
  5. Leaves of absence are not covered by this policy statement. Students seeking such leave should review the Leave of Absence policy and must consult with the Associate/Assistant Dean for Students. Taking a leave of absence could delay a student’s graduation date.

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.3 Self-Directed and Life-Long Learning
  • 8.8 Monitoring Time

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/21/2017 Policy Edited [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 10/20/2020 Revised [Medical Curriculum Committee]
  • 2/16/2021 Policy Edited [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Advanced Integration

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Policy 580.00 | Snow Days and Other UVM Closures
Body

Policy Statement

The UVM President determines whether the campus will close in an emergency. If the President closes the University, Foundations classes and exams, Bridges and Clerkships are cancelled, and essential activities will be rescheduled.

Students at remote educational sites are unaffected by UVM closures. For questions about attendance during inclement weather or other emergencies at remote affiliates, students should contact the local site director.

Nonclinical Advanced Integration Level courses at UVM or The University of Vermont Medical Center are also cancelled when the University is cancelled. For Acting Internships held at The University of Vermont Medical Center, students should check with their service to determine whether they should report. Some other Advanced Integration Level courses may also integrate students as an essential part of a clinical care team, so if in doubt, students should check with their service to determine whether they should attend.

Students can get automatic notifications about emergency closing and other UVM official notifications using the CatAlert System , the University of Vermont's rapid emergency notification system. The goal of CatAlert is to help keep UVM as informed and safe as possible during emergency situations.

 

Policy Elaboration

Instructions for Students
  • On the web, navigate to the UVM Student Records self-service application.
     
  • Navigate to "Student Records."
     
  • Navigate to "Update Emergency Broadcast Numbers."
     
  • Use "Insert New Number" button to insert as many emergency broadcast numbers as you like. For each number, specify if you want to receive text messages or voice messages at that number.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

5.7 Security, Student Safety, and Disaster Preparedness

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Curricular Operations)

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Policy 590.10 | Medical, Family and Personal Leave of Absence
Body

Policy Statement

Students can request a leave of absence (LOA) for medical, family (includes parental leave) or personal reasons. In addition, a student may be placed on administrative leave for various reasons. Please refer to Medical Student Handbook Policy 590.20 - Administrative Leave of Absence.

Policy Elaboration

A medical, family or personal leave of absence may be granted with the following provisions:

  1. Any leave of absence must be requested in writing and include a finite duration of the requested leave of absence. The request must include the reason, proposed duration, emergency contact information for the time away, and in the case of medical leave, must include sufficient documentation to support the request. Students must follow the established request process using the LCOM Leave of Absence Request and Approval Form.
  2. Students planning a leave of absence must meet with an Assistant/Associate Dean for Students to discuss the LOA request. They are also encouraged to discuss their LOA with their academic advisor (PCR mentor and/or specialty).
  3. In compliance with the Medical Student Handbook Policy 560.00 Satisfactory Academic Progress, students must complete all graduation requirements within six years.
  4. Students are subject to changes in their financial aid eligibility during a leave of absence. Students planning a leave of absence must meet with a member of Student Financial Services prior to taking the leave to ascertain how the leave will affect their financial aid status unless they have no scholarships, current or prior loans, or grants.
    1. Title IV of the Higher Education Act stipulates that for Federal Student Aid purposes, a leave of absence, together with any additional leave of absence, must not exceed a total of 180 days in any 12-month period. Only an enrollment interruption that meets Title IV guidelines is reported as a “leave of absence” to the National Clearinghouse by the UVM Registrar’s Office. Any enrollment interruptions that do not meet the federal definition are recorded as inactive or withdrawn periods.
    2. Student loans will enter the grace/automatic deferment period when a student takes a leave of absence (LOA). For Federal Loans, this is a six-month period. For other UVM Loans, this is a nine-month grace period. Other loans with private lenders may offer a grace period; however, the length of the grace period can vary depending on the loan type/lender. Students should check their promissory note or contact the lender or servicer of the loan to find out if a grace/deferment period is associated with the loan.

      During the grace/deferment period, students are not required to make payments on the loans (though unsubsidized loans will continue to accrue interest). If the LOA exceeds the grace period, then repayment of the loans will begin. Additionally, if the LOA exceeds the grace period, then any federal loans disbursed prior to the LOA will not be eligible for an additional deferment (e.g., upon graduation from medical school). Students on leave of absence are not eligible for financial aid.
  5. This policy does not prohibit students on LOA from taking an exam to address an incomplete course requirement.
  6. Students on any type of leave of absence may not participate in curricular or co-curricular activities sponsored by the Larner College of Medicine (LCOM) or the university.
  7. In accordance with the Medical Student Handbook Policy 310.00 - Support for Disabilities: Technical Standards and Provision of Americans with Disabilities Act Accommodations, a Larner College of Medicine student may contact the Student Accessibility Services at the University of Vermont at any time to initiate the process of requesting reasonable accommodations.
  8. Students are subject to certain requirements with respect to their liability and health insurance status during a leave of absence.
    1. Students on leave of absence are not covered by the University of Vermont general liability policy and are not covered to participate in any clinical activities unless they have liability insurance from a different source during the activity.
    2. Students on leave of absence must continue their coverage by the Larner College of Medicine disability insurance policy and will be charged the standard fee for this coverage. Please refer to Medical Student Handbook Policy 840.00 – Disability Insurance.
    3. Students on leave of absence are not eligible for health insurance under the UVM student plan. However, insurance purchased prior to the onset of the leave provides coverage through the end of the semester following the time the leave was initiated.
    4. Students on leave of absence may continue to be covered by the Student Health Prepayment Plan provided they are compliant with the plan’s requirements.
  9. Students on leave of absence must return the LCOM provided laptop to the Service Center as defined in their Laptop Agreement Form completed during Orientation Week. All LCOM owned equipment, such as loaners, tablets, or accessories in the student’s possession must be returned in accordance with the Agreement to avoid related fees. A copy of the form was emailed to each student upon completion of the agreement, and is available for review, upon request.
  10. Students on leave of absence will not be charged other fees.
  11. Students on leave of absence will not have access to CATcard privileges. Student status for those on a leave of absence is noted as “inactive” in the Registrar’s Office (Banner). Only students whose student status is “active” have access to the athletic and transportation services. A student wishing access to the UVM Campus Recreation facilities while on a leave of absence may purchase a pass from UVM Campus Rec. Bus passes may be purchased from Green Mountain Transit (GMT) directly.
Returning from Leave

All students on a leave of absence must schedule a meeting with Assistant/Associate Dean for Students at least four weeks prior to returning to the curriculum to review the stipulations and requirements for return and assure these have been met.

  1. The LCOM Office of Medical Education may stipulate conditions to be met to return from a leave of absence. In the case of medical leave, this includes supporting documentation from the student’s medical provider that the student is ready to return. In the case of a leave granted to pursue additional advanced degrees (e.g., master’s degree or PhD program), evidence that the student has completed or is no longer enrolled in the additional degree program is required before the student’s enrollment status will be changed to active in the M.D. program.
  2. Students returning from a leave of absence during clinical rotations will be assigned to the next available placement to continue their education. Such placements may be in a different location and later than the student’s desired return date. Inability to schedule a return to the curriculum may result in a delay in graduation.
  3. Students returning from a leave of absence should contact the UVMMC IS Service Center (802-847-1414) to have their passwords reset and their accounts re-enabled.
  4. Students returning from a leave of six months or longer must complete clinical skills training in the Clinical Simulation Laboratory prior to returning to clerkship rotations.
  5. If students returning from a leave of absence during clinical rotations need to be refitted for their N-95 respirator, they will be responsible for associated mask-fitting charges assessed by the company contracted by LCOM for providing this service outside of established class-wide fitting opportunities.
  6. Students who fail to return to active student status or fail to request an extension to their leave of absence by the approved expected return date will be:
    1. Reviewed by the Advancement Committee to determine if dismissal is appropriate if such review was stipulated as a condition to the student’s return from the leave. The student will be informed about the date of the Committee’s review and of the outcomes of such review by the Committee support staff in accordance with Policy 565.10- Advancement Committee Procedures and Review of Academic Performance.
    2. Reviewed by the Fitness Committee to determine if dismissal is appropriate due to professionalism concerns (e.g., unresponsiveness, accountability). The student will be informed about the date of the Committee’s review and of the outcomes of such review by the Committee support staff in accordance with Policy 690.10- Fitness Committee and Review of Professional Performance.
Early Advanced Integration Level Enrollment

Larner College of Medicine students considering a medical, family, or parental leave during their clerkship year may take up to twelve weeks of Advanced Integration elective credit prior to completion of their Clerkship Year. To be eligible, students must be in good academic standing. Students may not take Advanced Integrations courses if the prerequisite clerkship rotations have not been completed. Cases will be reviewed on an individual basis by the Associate/Assistant Dean for Students and may be referred to the Advancement Committee for further consideration.

To initiate the  for requesting Advanced Integration level credit in the clerkship year, upload the Advanced Integration Credit Exemption Request Form to your OASIS “Exemptions” Academic History tab. The Associate/Assistant Dean for Students (or designee) will then upload the completed form approving or denying the request.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 12.1 Financial Aid/Debt Management Counseling/Student Educational Debt
  • 12.2 Tuition Refund Policy
  • 12.3 Personal Counseling/Well-Being Programs

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 7/21/2015 Policy Revised [Medical Curriculum Committee]
  • 5/24/2016 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 5/15/2018 Policy Revised [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 6/18/2019 Policy Revised [Medical Curriculum Committee]
  • 1/21/2020 Reformatted [Medical Curriculum Committee]
  • 8/24/2021 Policy Revised [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]
  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Policy 590.20 | Administrative Leave of Absence
Body

Policy Statement

The Associate/Assistant Dean for Students or their designee, in consultation with appropriate professionals and supervisors, may place a student on administrative leave of absence (LOA) for a specified period of time in the following circumstances:

  1. The student is charged with a crime that brings into question the student’s fitness to practice medicine.
  2. The student is suffering from an illness and/or demonstrates impaired judgement or behaviors that poses a direct threat to the health or safety of the student, patients, or colleagues (faculty, staff, residents, and/or fellow students).
  3. The student is not responsive to communication instructing them to process a voluntary leave of absence request in order to ensure compliance with full-time enrollment status expectations.

A student on administrative leave retains their student status, subject to the provisions of the Medical Student Handbook Policy 560.00 - Satisfactory Academic Progress, but may not participate in clinical or academic activities.

Prior to placing a student on administrative leave, the Associate/Assistant Dean for Students will provide written notification to the student regarding the administrative LOA and the reasons via the student’s Larner College of Medicine (LCOM) email address. The student will be provided an opportunity to respond to that notification.

However, when a student poses a direct threat to health or safety, the Associate/Assistant Dean for Students may immediately place a student on administrative leave with verbal notice. The Associate/Assistant Dean for Students will provide written notification via the student’s LCOM email address as soon thereafter as practical and will provide the student with an opportunity to respond.

The student may appeal a decision for administrative leave to the Senior Associate Dean for Medical Education. Such an appeal must be made no later than eight business days from the date the written notification of administrative leave was sent. The student must provide written notification of intent to appeal an administrative leave assignment within 24 hours of receipt of written notification of the leave.

Policy Elaboration

  1. An administrative leave of absence is subject to the Medical Student Handbook Policy 560.00 - Satisfactory Academic Progress; students must complete their studies within six years. In accordance with Policy 310.00 - Support for Disabilities: Technical Standards and Provision of Americans with Disabilities Act Accommodations, a Larner College of Medicine student may contact the UVM Student Accessibility Services Office at any time to initiate the process of requesting reasonable accommodations.
  2. Students are subject to changes in their financial aid eligibility during a leave of absence. Students on an administrative LOA must meet with a member of Student Financial Services to ascertain how the leave will affect their financial aid status unless they have no scholarships, current or prior loans, or grants.
    1. Title IV of the Higher Education Act stipulates that for Federal Student Aid purposes, a leave of absence, together with any additional leave of absence, must not exceed a total of 180 days in any 12-month period. Only an enrollment interruption that meets Title IV guidelines is reported as a “leave of absence” to the National Clearinghouse by the UVM Registrar’s Office. Any enrollment interruptions that do not meet the federal definition are recorded as inactive or withdrawn periods.
    2. A Leave of absence that does not meet the Federal Title IV definition utilize grace periods and cancel deferments of student loans. Students on leave of absence are not eligible for financial aid.
  3. This policy does not prohibit students on leave from taking an exam to address an incomplete.
  4. Students on any type of leave of absence may not participate in non-remedial curricular or non-curricular activities where they would be representing the University, the Larner College of Medicine (LCOM), or the institution’s students.
  5. Students are subject to certain requirements with respect to their liability and health insurance status during a leave of absence.
    1. Students on leave of absence are not covered by the University of Vermont general liability policy.
    2. Students on leave of absence must continue their coverage by the Larner College of Medicine disability insurance policy and will be charged the standard fee for this coverage. Please refer to Medical Student Handbook Policy 840.00 – Disability Insurance.
    3. Students on leave of absence are not eligible for health insurance under the UVM student plan. However, insurance purchased prior to the onset of the leave provides coverage through the end of the semester following the time the leave was initiated.
    4. Students on leave of absence may continue to be covered by the Student Health Prepayment Plan, if they reside in the Burlington area, that they provide documentation of appropriate health insurance covering hospitalization, and that they pay the requisite student health fee.
  6. Students on leave of absence must return the LCOM provided laptop to the Service Center as defined in their Laptop Agreement Form located in the Teams application. All LCOM owned equipment, such as loaners, tablets or accessories in the student’s possession must be returned in accordance with the Agreement to avoid related fees.
  7. Students on leave of absence will not be charged other fees.
  8. Students on leave of absence will not have access to CATcard privileges. Student status for those on a leave of absence is noted as “inactive” in the Registrar’s Office (Banner). Only students whose student status is “active” have access to the fitness center and transportation services. A student wishing access to the fitness center while on a leave of absence may purchase a pass from UVM Campus Rec. Bus passes may be purchased from Green Mountain Transit (GMT) directly.
Returning from Leave
  1. The LCOM Office of Medical Education may stipulate conditions to be met to return from a leave of absence.
  2. Students returning from a leave of absence during clinical rotations will be assigned to the next available placement to continue their education. Such placements may be in a different location and later than the student’s desired return date. Inability to schedule a return to the curriculum; therefore, may result in a delay in graduation.
  3. Students returning from a leave of absence should contact the UVMMC IS Service Center (802-847-1414) to have their passwords reset and their accounts re-enabled.
  4. Students returning from a leave of six months or longer must complete clinical skills training in the Clinical Simulation Laboratory prior to returning to clerkship rotations.
  5. If students returning from a leave of absence during clinical rotations need to be refitted for their N-95 respirator, they will be responsible for associated mask-fitting charges assessed by the company contracted by LCOM for providing this service outside of established class-wide fitting opportunities.
  6. Students who fail to return to active student status or fail to request an extension to their leave of absence by the approved expected return date will be:
    1. Reviewed by the Advancement Committee to determine if dismissal is appropriate if such review was stipulated as a condition to the student’s return from the leave. The student will be informed about the date of the Committee’s review and of the outcomes of such review by the Committee support staff in accordance with Policy 565.10- Advancement Committee Procedure and Review of Academic Performance.
    2. Reviewed by the Fitness Committee to determine if dismissal is appropriate due to professionalism concerns (e.g., unresponsiveness, accountability). The student will be informed about the date of the Committee’s review and of the outcomes of such review by the Committee support staff in accordance with Policy 690.10- Fitness Committee Procedure and Review of Professional Performance.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 12.1 Financial Aid/Debt Management Counseling/Student Educational Debt
  • 12.2 Tuition Refund Policy
  • 12.3 Personal Counseling/Well-Being Programs

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 7/21/2015 Policy Revised [Medical Curriculum Committee]
  • 6/20/2017 Policy Revised [Medical Curriculum Committee]
  • 9/18/2018 Policy Revised [Medical Curriculum Committee]
  • 12/18/2018 Policy Revised [Medical Curriculum Committee]
  • 8/20/2019 Policy Revised & Gender Neutral Language Edit [Medical Curriculum Committee]
  • 12/17/2019 Reformatted [Medical Curriculum Committee]
  • 8/24/2021 Policy Edit [Medical Curriculum Committee]
  • 9/18/2023 Policy Revised [Medical Curriculum Committee]
  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Policy 593.00 | Withdrawing from the Larner College of Medicine
Body

Policy Statement

In accordance with University of Vermont (UVM) procedures, medical students who wish to permanently withdraw from the Larner College of Medicine (LCOM) for personal reasons, medical conditions, family emergencies, or other reasons, must follow the established request process using the Larner College of Medicine Withdrawal Form.

Effective as of the date the form is uploaded, students will be dropped from any uninitiated scheduled coursework; withdrawn from any coursework that is in progress; and any pending final course grades of Incomplete will be changed to Withdrawn.

Students who voluntarily withdraw must reapply through the standard application process if they seek consideration for readmission. Students who are administratively withdrawn or dismissed from the college are not eligible to reapply.

Policy Elaboration

Upon receipt of written notification, the Associate/Assistant Dean for Students will review the form and upload their approval to OASIS to initiate administrative processing, contacting the student as necessary to clarify details. This generates an automated notification to the LCOM Registrar, the LCOM Student Financial Services Coordinator, and the LCOM Director of Academic Achievement. The LCOM Registrar processes the status change with the UVM Registrar’s Office and notifies appropriate administrative offices. These include Office of Medical Education (OME) curriculum coordinators, the Clinical Simulation Lab, College of Medicine Technology Services (COMTS), University of Vermont Medical Center (UVMMC) Information Systems (IS) Security, and the LCOM mailroom.

UVM Registrar’s Office

When the UVM Registrar’s Office processes the status change in the University’s Student Information System the student’s enrollment status is changed in all UVM offices, including the CatCard Office and Student Health Services.

Student Financial Services

Student Financial Services will use the last date of attendance to determine financial adjustments to the student’s account. If the withdrawal occurs during a semester in which tuition was already charged/paid, a proration formula may occur to reduce such charges. Simultaneously, financial aid may be adjusted to reflect actual enrollment. These adjustments vary greatly based on dates of attendance, amount and type(s) of financial aid used (if any) and the point at which withdrawal occurs. Education loans borrowed throughout the curriculum are to be gradually repaid even if a degree is not conferred (a policy which is outlined in the Master Promissory Note that borrowers sign at the time of disbursement). All medical students considering withdrawing should contact the Assistant Director of Medicine Student Financial Services to ascertain how the withdrawal will affect their financial situation.

OME Curriculum Coordinators

The LCOM Registrar will work with appropriate OME curriculum coordinators to confirm the last date of attendance. The student must return any equipment, such as pagers, to the appropriate OME curriculum coordinator to avoid related fees. The OME coordinator communicates with course and/or site directors as applicable.

Clinical Simulation Lab

The Simulation Lab will disable access to software.

COMTS

COMTS will disable the student’s account effectively removing access to LCOM email and services. The student must return the LCOM provided laptop to the Service Center immediately as defined in their Laptop Agreement Form located in the Teams application. All LCOM owned equipment, such as loaners, tablets or accessories in the student’s possession, must be returned to avoid related fees.

UVMMC IS Security

UVMMC will disable access to software systems.

LCOM Mailroom/Lockers

Students should clean out their mailbox and provide a forwarding mailing address to the mailroom. In addition, students should clean out their locker to avoid related fees.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.2 Tuition Refund Policy

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]
  • 3/17/2020 Reformatted [Medical Curriculum Committee]
  • 8/18/2020 Policy Edit [Medical Curriculum Committee]
  • 9/20/2022 Policy Revised [Medical Curriculum Committee]
  • 9/17/2024 Policy Edit [Medical Curriculum Committee]
  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Professional Standards

Policy 610.00 | Statement on Medical Professionalism
Body

Policy Statement

Larner College of Medicine Professionalism Statement: Our Larner College of Medicine Community upholds the highest standards of professionalism as we follow our passion for lifelong learning and improvement. We demonstrate professionalism through integrity, accountability, compassion, altruism, and social responsibility. We honor the trust our society has placed in us as stewards of the art and science of medicine, relying on cultural humility, kindness, and respect to guide our daily interactions. We expect all members of our community to embrace these principles of professionalism as we strive to conduct and support patient care, research, and education that are second to none.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • 2/21/2012 Policy Adopted [Medical Curriculum Committee]

  • 4/12/2012 Policy Affirmed [COM Advisory Council]

  • 12/17/2019 Policy Revised [Medical Curriculum Committee]

  • 8/6/2020 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Office of the Dean (Director of the Learning Environment)

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Policy 610.10 | Tenets of Professionalism
Body

Policy Statement

Within the University of Vermont Larner College of Medicine’s Professionalism Statement, eight relevant and important Tenets of Professionalism have been identified which pertain to medical professionals at all stages of education, training and practice within the Robert Larner, M.D. College of Medicine at The University of Vermont community. These include:

  1. Altruism

    • Altruism is defined as the unselfish regard for the wellbeing of others and is essential to engendering trust.

    • Total selflessness is not sustainable and must not be confused with altruism. Self care fosters balance in the lives of physicians, which ultimately leads to improved patient care.

  2. Compassion

    • Compassion refers to the awareness of, acknowledgement of, and desire to relieve, the suffering of others. Compassion and empathy dictates that a person’s individual lifestyle, beliefs, idiosyncrasies, and support systems be respected and taken into consideration at all times.

  3. Accountability

    • Medical professionals are accountable and responsible to their patients for fulfilling the implied contract governing the patient/physician relationship, to their profession for adhering to medicine's time-honored ethical principles, and to society for addressing the health needs of the public. Medical professionals are accountable and responsible to their colleagues for maintaining the highest level of professionalism.

  4. Social Responsibility

    • Medical professionals must promote justice in the health care system, including fair distribution of health care resources. They should work actively to eliminate discrimination in health care, as well as barriers to health, and to advocate for the availability of health care for all. Medical professionals must demonstrate concern for and responsiveness to social problems that endanger the health of members of society. Recognizing its relevance to human health, medical professionals must support and promote environmental sustainability.

  5. Integrity

    • Integrity is the consistent regard for the highest standards of behavior. It includes honesty, fairness, conscientiousness and faithfulness to duties, commitments and obligations.

  6. Respect

    • Respect is the sincere regard for the autonomy and values of other people – their feelings, needs, thoughts, ideas, wishes and preferences. This includes patients, those close to them, families and colleagues.

  7. Cultural Humility

    • Cultural Humility refers to our commitment and active engagement in a lifelong process of self-reflection to inform our ability to understand, respect, and communicate effectively with people of varying social or cultural backgrounds, belief systems, races, religions, ethnicities, genders, sexual orientations, disabilities, or veteran status.

    • Cultural humility invites us to recognize the limitations of our current knowledge, our systems which make use of that knowledge, our own personal beliefs, abilities, cultural attitudes and traditions and encourages curiosity to understand the cultural attitudes and traditions of others. Cultural humility is distinguished from cultural competence in conveying a lifelong commitment to self-evaluation and critique, to redressing the power imbalances in the physician-patient dynamic, and to developing mutually beneficial and non-paternalistic partnerships with communities on behalf of individuals and defined populations.

  8. Kindness

    • Kindness is expressed through the sincere and voluntary use of our time, talent and resources to better the lives of our patients, families, and each other through genuine acts of generosity and service. When we are kind to others, we make people feel valued and encourage them to reach their greatest heights.  Kindness can manifest as a friendly smile in passing, heartfelt words of encouragement or generous acts of benevolence.  It reflects caring and a charitable concern for the well-being of others.

In order to fulfill these basic tenets successfully, each of the above attributes relies on ongoing efforts by individuals to develop awareness and insight into their own emotions, motivations and actions in order for the primacy of patient welfare to be preserved.

The tenets of professionalism as described above combine to create a learning environment which guides our daily interactions as we strive to conduct and support excellence in patient care, education, and research.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • 2/21/2012 Policy Adopted [Medical Curriculum Committee]

  • 4/12/2012 Policy Affirmed [COM Advisory Council]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Reformatted [Medical Curriculum Committee]

  • 8/6/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Office of the Dean (Director of the Learning Environment)

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Policy 620.00 | Student Honor Code
Body

Policy Statement

As future physicians and members of The Robert Larner, M.D. College of Medicine at The University of Vermont (UVM LCOM) community, we seek an environment that facilitates learning in ways that strengthen the values inherent to our profession and are summarized in our Statement on Medical Professionalism. If a diverse medical community is to prosper, its members must attempt to come to terms with their differences. This goal is only possible if we, as students, learn to communicate effectively, respectfully, and with integrity. By holding ourselves and our colleagues accountable for our words and actions, our Honor Code acts as an educational tool allowing us to resolve conflicts by engaging others in dialogues that yield greater awareness for all parties involved.

We acknowledge the importance of integrity, honor, and respect both now and throughout our profession. With this Honor Code, we wish to declare our unconditional adherence to these values:

The Robert Larner, M.D. College of Medicine at The University of Vermont Honor Code

As a member of the medical profession, I will be held to the highest standards of academic, professional, and moral integrity. I vow to uphold the values of the UVM LCOM community by working honestly, responsibly, and with humility, while maintaining compassion and respect for my patients and colleagues. I will not cheat, deceive, or exploit others, nor will I tolerate the actions of those who do.

If I observe persons violating the UVM LCOM Honor Code through academic or professional misconduct (defined below), I have the duty to respond with one or more of the following actions:

  • Engage the individual and urge them to acknowledge and rectify the situation as quickly as possible. (Ideally, most cases will be resolved in this manner.) If the individual refuses to acknowledge and correct the violation of the standards of conduct, I will pursue one of the actions below:

  • Consult with the Larner College of Medicine Director of the Learning Environment to determine whether I should proceed to the next step:

  • Submit in writing my observations and concerns to the Associate/Assistant Dean for Students.

Academic Misconduct is defined as conduct which intentionally misrepresents the academic accomplishments of the student or which jeopardizes the fair evaluation of another’s academic work. This includes but is not limited to: bringing inappropriate materials into an examination room, discussing exam content during testing periods, plagiarism, collusion, fabrication, and any acts, or inactions, which constitute a submission of someone else's work as your own without credit or reference.

Professional Misconduct encompasses violations of the ethical standards of the medical profession, infractions of the rules and policies of the UVM LCOM, and the Tenets of Medical Professionalism. This includes but is not limited to falsifying or altering clinical documents or oral presentations and conduct which threatens or endangers the health or safety of any person.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • April 2013 Policy Approved [Student Body]

  • 6/18/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 8/6/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 7/18/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of the Learning Environment)

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Policy 625.00 | Policy on Standards for Professional Code of Conduct
Body

Policy Statement

The Robert Larner, M.D. College of Medicine at the University of Vermont Policy on Standards for Professional Code of Conduct is made available online by the Dean’s Office.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • 9/14/2017 Policy Adopted/Affirmed [College of Medicine Advisory Committee (COMAC)]

  • 12/19/2017 Policy Revised [College of Medicine Advisory Committee (COMAC)]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 3/19/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Office of the Dean (Director of the Learning Environment)

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Policy 630.00 | Positive Learning Environment and Mistreatment Prevention
Body

Policy Statement

The Robert Larner, M.D. College of Medicine at The University of Vermont is committed to maintaining an environment in which faculty, fellows, residents, students, nurses, other health care professionals and staff work together cooperatively to further education and research and to provide the highest level of patient care, whether in the classroom, the laboratory, or the clinical setting. Our goal is to train physicians to meet the highest standards of professionalism and practice in an environment where effective, humane, and compassionate patient care is demanded and expected. We affirm our commitment to creating and maintaining a culture of fairness and respect for every individual, without regard to race, color, religion, gender, sexual orientation, national or ethnic origin, age, or disability, recognizing that an appreciation for the value of diversity is an essential component of medical training.

Mistreatment of students or of any other member of the Larner College of Medicine community is damaging to the learning environment and as such is not tolerated. Mistreatment is defined as behavior, either intentional or unintentional, that shows disrespect for the dignity of others.  This may include, but is not limited to: public berating and humiliation; intellectual bullying, deliberate and repeated exclusion of students from reasonable learning opportunities, and the expectation that students carry out personal tasks in order to cull favor or avoid explicit or implicit criticism. Disrespectful behaviors may also include inappropriate sexualized comments, advances, as well as intimidation or discrimination on the basis of unlawful criteria.  Frank formative feedback and constructive criticism are essential for learning and should not be confused with mistreatment.

To assure the adherence to the principles described above, teachers and learners must be familiar and compliant with the following Larner College of Medicine and University of Vermont policies:

  1. Procedure for Reporting Violations of the Positive Learning Environment and Mistreatment Prevention Policy

  2. Policy on Standards for Professional Code of Conduct

  3. Statement on Medical Professionalism

  4. Tenets of Professionalism

  5. University of Vermont Policy Statement on Equal Opportunity in Educational Programs

  6. University of Vermont Sexual Harassment and Misconduct Policy

  7. University of Vermont Discrimination and Harassment Policy

  8. University of Vermont Policy on Amorous Relationships with Students

Applicability of the Policy

All students

Related Larner College of Medicine Policies

Related University of Vermont Policies & Resources

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/19/2018 Policy Revised [Medical Curriculum Committee]

  • 12/18/2018 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Office of the Dean (Director of the Learning Environment)

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Policy 630.10 | Procedure for Reporting Violations of the Positive Learning Environment and Mistreatment Prevention
Body

Policy Statement

We all have a responsibility to contribute to creating and sustaining positive learning environments by following the principles outlined in the Larner College of Medicine (LCOM) Professionalism Statement and the Policy 630.00 - Positive Learning Environment and Mistreatment Prevention. In order to fulfill our responsibility, we must also have a system to respond when observing undermining behaviors. Speaking up about negative experiences contributes to building a more positive and inclusive learning culture and a kinder, safer health care environment.

Procedures & Policy Elaboration

What should be addressed?

All behaviors defined as mistreatment by the Association of American Medical Colleges (AAMC):

  • Publicly humiliated

  • Threatened with physical harm or were physically harmed

  • Required to perform personal services

  • Subjected to offensive sexist, racial, ethnic, or sexual orientation remarks

  • Based solely on gender, race, ethnicity, or sexual orientation
    • Denied opportunities for training or rewards
    • Received lower grades or evaluations

  • Subjected to unwanted sexual advances

  • Asked to exchange sexual favors for grades or other rewards

  • Abusive behavior from anyone (including patients and/or visitors)

Any other behavior that feels disrespectful or is intended to embarrass, belittle or humiliate.

How should I handle it?

Students experiencing or observing behavior that undermines a positive learning environment should address this behavior in a respectful manner:

The student is encouraged to discuss the behavior directly with the individual if possible. However, if the student does not feel safe doing so, they should report the incident to the University and/or LCOM through their choice of reporting mechanisms:

  • For incidents of sexual misconduct, harassment or discrimination, report to the Office of Affirmative Action and Equal Opportunity at the University of Vermont (AAEO). Medical students who wish to discuss such alleged violations without reporting to the Office of Affirmative Action and Equal Opportunity may make use of the University of Vermont Counseling and Psychiatry Services (CAPS) where the counselors will keep their discussions confidential in accordance with CAPS confidentiality policies. All other LCOM faculty and staff are required to report concerns of harassment and discrimination to the AAEO.

  • For all other learning environment concerns, report through:
    • Anonymous or confidential web-based reporting mechanism (password required), which is routed to the Director of the Learning Environment. All reports are confidentially tracked in order to target formative improvements in the learning environment.
    • Director of the Learning Environment, Associate and Assistant Deans of Students, Associate Dean of Diversity and Inclusion, Director of Student Wellbeing or trusted advisors (i.e., Professionalism, Communication, and Reflection (PCR) mentors, Course/Clerkship Directors, Program Directors). All faculty members are required to communicate complaints of mistreatment to the Director of the Learning Environment, either directly or through the anonymous online reporting tool, for proper tracking and monitoring.
    • End of course and clerkship evaluations contain questions pertaining to experienced or witnessed unprofessional behaviors or mistreatment. These are routed directly to the Director of the Learning Environment. To protect student anonymity, the responses to these questions are not accessible to course and clerkship directors.

What happens once I submit a report?

Please refer to the algorithms provided below.

Reporting Mistreatment 2025 (1)


Portable Document Format (PDF) of the Reporting a Violation algorithm.

Reporting Mistreatment 2025 (2)


Portable Document Format (PDF) of How Reports of a Violation are Addressed algorithm.

Applicability of the Policy

All faculty, staff, and students of the Larner College of Medicine, including at Affiliates.

Related Larner College of Medicine Policies

Related University of Vermont Policies & Resources

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 3.6 Student Mistreatment

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 2/16/2016 Policy Revised [Medical Curriculum Committee]

  • 6/19/2018 Policy Revised [Medical Curriculum Committee]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Policy Revised [Medical Curriculum Committee]

  • 4/21/2020 Policy Revised [Medical Curriculum Committee]

  • 6/5/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Office of the Dean (Director of the Learning Environment)

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Policy 640.00 | General Guidelines for Medical Student Appearance
Body

Policy Statement

The Robert Larner, M.D. College of Medicine at The University of Vermont believes that professional demeanor and appearance are important and are key to promoting trust, comfort, and confidence while providing patient care.

To provide students with clear guidelines for professional dress and demeanor, the Larner College of Medicine adheres to University of Vermont Medical Center Policy HR-F-05: Standards for Appropriate Workplace Appearance and Nuvance Medical Center Dress Code Policy. All medical students are expected to follow these guidelines when working with real and/or standardized patients. When on a clinical rotation where you need to wear scrubs, (e.g. surgery, obstetrics/gynecology) medical students must wear street clothes when arriving at and departing from the hospital and only wear the scrubs while in the hospital facility; it is not permissible to wear hospital-issued scrubs when going into or out of the hospital, or in any public areas outside the hospital. Hospital property scrubs are to remain on site at the hospital and not brought home.

Students are expected to adhere to the additional guidelines of the healthcare setting to which they may be assigned or to the guidelines of individual courses and clerkships specific to specialty or location.

Policy Elaboration

The Robert Larner, M.D. College of Medicine at the University of Vermont is committed to creating a culture that is equitable, diverse and inclusive. Students are encouraged to dress authentically to themselves (clothing that affirms their gender identity and gender expression and wearing of religious and cultural dress) while maintaining professional appearance and ensuring safety.

The following highlights, (adapted from the University of Vermont Medical Center Policy HR-F-05: Standards for Appropriate Workplace Appearance), are to be followed when working with real and/or standardized patients in person or in remote learning and assessment activities.

  • All clothing (including shoes) must be:
    • Free of tears/rips/holes
    • Without obscene, sectarian, or discriminatory language
    • Clean
    • Pants/slacks: No shorts
    • No jeans
    • No athletic/recreational wear
  • Shoes:
    • All shoes should be closed toe
  • Visible Tattoos:
    • Must be free of obscene, sectarian, or discriminatory language
  • Nails:
    • No artificial nails and nails must be kept short to adhere to infection prevention hand hygiene
  • No colognes or perfumes (allergies and reactions)
  • Long hair should be pulled back and secured when providing patient care, and hair on the head or face should not interfere with PPE
  • Hats or headwear may be worn for religious or cultural reasons

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

3.5 Learning Environment/Professionalism

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/17/2019 Policy Revised [Medical Curriculum Committee]

  • 12/14/2021 Policy Revised [Medical Curriculum Committee]

  • 9/20/2022 Policy Revised [Medical Curriculum Committee]

  • 9/18/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Services Coordinator)

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Policy 650.00 | Use of Mobile Devices
Body

Policy Statement

Medical Students are not permitted to take pictures or recordings of anatomical specimens or any aspect of patient care (real or simulated) on mobile devices except for within approved parameters established by a clinical training site, such as through Epic’s mobile applications Haiku, Canto and Jot. Breach of this policy may result in confiscation of the mobile device and disciplinary action for HIPAA violation.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

3.5 Learning Environment/Professionalism

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/20/2017 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 3/21/2023 Policy Reviewed [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 660.00 | Notification of Criminal Charges, Arrests, or Indictments
Body

Policy Statement

All students must immediately notify the Associate/Assistant Dean for Students of any criminal charges, arrest or indictments other than minor traffic violations. Driving Under the Influence (DUI)/Driving While Intoxicated (DWI) is NOT a minor traffic violation and must be reported. The Associate/Assistant Dean for Students will meet with the student to discuss the charges, arrest, or indictments and an appropriate action plan.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

3.5 Learning Environment/Professionalism

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 3/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.00 | Preventing Transmission of Infection in Clinical Settings and Instructions for Management of Exposure to Blood-borne Pathogens or Environmental Hazards
Body

Policy Statement

A number of Robert Larner, M.D. College of Medicine at The University of Vermont Student Handbook policies fall under the heading of Preventing Transmission of Infection in Clinical Settings and Instructions for Management of Exposure to Blood-borne Pathogens or Environmental Hazards. Please refer to individual policy statements for additional details.

Policy Elaboration

Policy Statements 

670.10 Immunizations and Other Health Information

670.15 Infection Control and Prevention of Exposure to Environmental Hazards Training

670.20 Tuberculosis Screening

670.30 Hand-washing

670.35 Students with Known Blood-borne Infections

670.45 Universal Precautions

670.50 Protective Barrier Precautions

670.55 Care and Disposal of Sharps

670.60 Clean-up of Spills

670.70 Reporting of Student Exposures and Injury-related Incidents

670.75 Interactions with Pharmaceutical and Other Health-related Industries

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

See Policy Elaboration above.

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 6/19/2018 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 12/15/2020 Policy Revised [Medical Curriculum Committee]

  • 2/21/2023 Policy Edit [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.10 | Immunizations and Other Health Information
Body

Policy Statement

All medical students are expected to maintain a compliant immunization status from matriculation through graduation by having completed all tests and immunizations required by the institution and recommended by the Centers for Disease Control (CDC).

Policy Elaboration

The Larner College of Medicine immunization requirements are listed on the Association of American Medical College’s (AAMC) Standardized Immunization Form.

The Larner College of Medicine (LCOM) uses CastleBranch, an independent contractor, to securely monitor verification of each requirement. Accepted students must upload proof of immunization status to CastleBranch. CastleBranch will review submitted records to determine the compliance status for medical students and will maintain all health-related records.

Students are responsible for the cost of any necessary testing or immunizations not covered by their health insurance. Documentation of the students’ immunizations, antibody status and tuberculosis testing status will be provided to the appropriate offices at affiliated hospitals where clinical education is conducted. Some UVM clinical training sites may require additional immunizations. Rotation assignments are not adjusted based on immunization status.

Entering Medical Students

Students will not be permitted to start classes at LCOM without providing evidence of compliant immunization records. For the safety of our patients and community, this policy is strictly enforced. Entering medical students are required to demonstrate evidence of having completed the following immunizations and Tuberculosis testing per AAMC form-specifications by July 1 of their matriculation year:

  • COVID-19

  • Measles, Mumps, Rubella (MMR)

  • Tetanus-diphtheria-pertussis

  • Tuberculosis Screening

  • Varicella (Chicken Pox)

  • Hepatitis B

Hepatitis B Exception

Students will be allowed to enter clinical settings prior to completion of their 16-week (the minimum requirement is 16 weeks between dose #1 and dose #3, and eight weeks between dose #2 and dose #3) hepatitis B series only if documentation has been provided demonstrating that they are in the process of completing the requirements. The expectation is this will be addressed as soon as possible. Failure to meet deadlines and obligations as outlined in an approved exception plan is a violation of professional expectations and will result in an ‘out of compliance’ immunization status and may necessitate removal from the curriculum. Students who are repeatedly notified that they are ‘out of compliance’ will be referred to the Fitness Committee for professionalism concerns.

Active Medical Students (Post-Matriculation)

After matriculation all medical students are expected to maintain a compliant immunization status. This includes documenting evidence of having completed the following tests and immunizations:

  • COVID-19: UVM Health Network, in accordance with CMS requirements, requires medical students to be fully vaccinated against COVID-19 as a condition to providing on-site services on UVM Health Network premises. Fully vaccinated means that students have received both doses of the Moderna, Pfizer or AstraZeneca vaccine or one dose of the J&J/Janssen vaccine  At this time, boosters are recommended but not required.

  • Influenza Vaccine: One dose annually each fall is required. The University of Vermont will provide a flu shot clinic at an appropriate time. Students not immunized at the clinic must seek flu vaccine from their primary health care clinicians, local healthcare network, Student Health Services or other community resources.

  • N95 Mask Fitting: All students will be scheduled, prior to clinical assignments, for training and fit testing with N95 respirators to be used when caring for patients with known or suspected illness requiring airborne precautions.

  • Tuberculosis Screening: When providing documentation for clinical away rotations, please note that if skin test or IGRA results expire during proposed elective rotation dates, they must be updated with the receiving institution. TB screening is typically required within three months prior to the rotation. Please review the Tuberculosis Screening policy for more information.

UVM recommends that students keep a copy of their completed AAMC Standardized Immunization Form and associated paperwork for their personal records. Enrollment in CastleBranch is a lifelong membership and provides a repository for an unlimited number of documents, accessible whenever needed. These may be needed for Doctoring in Vermont placements and/or for away rotations. Note: If a student is planning international travel for credit, they must be seen in a travel clinic to discuss their travel plans and associated health risks.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.7 Immunization Requirements and Monitoring

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 7/1/2014 Policy Revised [Medical Curriculum Committee]

  • 10/8/2015 Policy Revised [Medical Curriculum Committee]

  • 5/24/2016 Policy Revised [Medical Curriculum Committee]

  • 6/20/2017 Policy Revised [Medical Curriculum Committee]

  • 12/18/2018 Policy Revised [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 4/26/2022 Policy Revised [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

  • 6/18/2024 Policy Revised [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate Dean for Admissions pre-matriculation; Associate/Assistant Dean for Students post-matriculation

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Policy 670.15 | Infection Control and Prevention of Exposure to Environmental Hazards Training
Body

Policy Statement

Completion of infection control and prevention of exposure to environmental hazards training offered through the UVM Medical Center mandatories is required of all medical students.

Participation in clinical clerkship is prohibited for students not completing this requirement.

Policy Elaboration

The education of medical students about methods of prevention and exposure includes the following:

  1. Students complete web-based modules on infection control and prevention of exposure to environmental hazards.

  2. All students are fitted for N-95 respirators, which are available to them at clinical sites if needed. Accurate fitting requires that the individual be clean-shaven as research to date shows that facial hair causes 20-1000 times more leakage compared to clean-shaven individuals.  We strongly recommend that for those who can shave, do so for their own safety.  Students with religious exemption from shaving are offered the option of being fit utilizing the “Singh Thattha” technique. Individuals choosing this option, need to be advised that this method is not certified by Occupational Safety and Health Administration (OSHA). Students must request religious exemption from the Associate/Assistant Dean for Students to be tested using this technique. They must acknowledge there is no guarantee that this method will prevent transmission of an infectious disease.  In some clinical settings, a Powered Air Purifying Respirator (PAPR) may be available for student use.

  3. In addition, a member of the Division of Infectious Disease gives a didactic to Clerkship Level students on the topic of infection control, which includes methods of avoidance of exposure to blood-borne pathogens and Tuberculosis.

  4. At affiliated sites, students participate in a hospital orientation that includes infection control and prevention of exposure to environmental hazards with institutional specific instructions.

  5. Students receive annual policy and procedure reminders regarding completion of the UVM Medical Center mandates via The WeeklyWire.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 6/19/2018 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 12/15/2020 Policy Revised [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 07/16/2024 Policy Revised [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.20 | Tuberculosis Screening
Body

Policy Statement

All Larner College of Medicine medical students will be compliant with any Tuberculosis screening policies for sites where they will be participating in clinical training. This includes, but is not limited to, the Vermont campus, the Connecticut campus, away electives, and all other clinical sites.

Policy Elaboration

  1. All medical students are required to undergo baseline tuberculosis (TB) testing per the AAMC Standardized Immunization Form prior to the matriculation requirements deadline.

  2. Students exposed to a patient with active TB disease prior to initiation of airborne precautions will have screening as part of the post-exposure protocol. Screening can be done with either a tuberculin skin test (TST) or interferon-gamma release assays (IGRAs).

  3. Students deemed to have a “positive” test for tuberculosis will be referred to student health for evaluation and management.

  4. Should the incidence of tuberculosis at any site change so that that jurisdiction is no longer considered low risk, the frequency and timing of tuberculosis screening of students may be changed at the discretion of the local hospital or state Epidemiologist.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 12.7 Immunization Requirements and Monitoring

  • 12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Revised [Medical Curriculum Committee]

  • 2/21/2023 Policy Edit [Medical Curriculum Committee]

  • 6/20/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.30 | Hand-washing
Body

Policy Statement

Hand washing should occur before and after each patient contact, after contact with contaminated surfaces, and after glove use. Plain soap is adequate for general care. Antimicrobial soaps should be used in areas caring for patients at high risk of infection. Alcohol hand-rubs are appropriate for rapid hand decontamination between patient contacts. They are not a substitute for hand washing if hands are soiled.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Edit [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.35 | Students with Known Blood-borne Infections
Body

Policy Statement

The Larner College of Medicine follows the Society for Healthcare Epidemiology of America (SHEA) and CDC guidelines for management of medical students who are infected with Hepatitis B Virus, Hepatitis C Virus, and/or Human Immunodeficiency Virus. SHEA emphasizes the importance of patient safety as well as student privacy and medical confidentiality. Medical students are ethically bound to report their infections to the institution and to engage in the process depicted on the flow diagram below. Students who know that they carry blood-borne pathogens must inform the Medical Director of UVM Student Health Services in the Center for Health & Wellbeing.

Students should not avoid seeking clinical care for, and career advice regarding, these conditions due to financial or other concerns. Students with prior known infection are financially responsible for any associated healthcare or monitoring expenses. Costs for medical student healthcare and monitoring that result from infectious exposure in the clinical education are covered in accordance with Policy 670.70 Reporting of Exposures.

Applicability of the Policy

All Medical Students

Related Resources

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/20/2017 Policy Revised [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 1/21/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.45 | Universal Precautions
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Policy Statement

Universal precautions is an approach to infection control that assumes that any blood, body fluids, and body secretions are potentially infectious. The possibility for transmission of blood-borne pathogens such as HIV, hepatitis B, and hepatitis C coupled with the inability to identify all infected patients demands that appropriate hand washing and protective barrier precautions (including but not limited to eye protection, mask, gown, gloves and appropriate footwear) be used consistently for all patients when it is likely that exposure to blood, body fluids, or body secretions may occur.

Policy Elaboration

  1. Affiliated health care organizations, where students participate in clinical experiences, may have additional universal precautions and blood-borne pathogen policies and procedures that students will be required to follow. Students are expected to follow universal precautions with all patient clinical encounters and any additional precautions as determined by affiliated health care organizations.

  2. Students should always take precautions to ensure their safety. Should a student feel that an affiliated clinical site’s universal precautions and blood-borne pathogens policies and procedures place them at risk, they should notify the Associate/Assistant Dean for Students.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 6/20/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.50 | Protective Barrier Precautions
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Policy Statement

  1. Appropriate protective barrier precautions must be used routinely to prevent skin and mucous membrane exposure when contact with blood or body secretions is anticipated.

    1. Gloves are indicated when contact with blood or body fluids, mucous membranes or non-intact skin is anticipated, for vascular access procedures, and for touching contaminated articles.

    2. Gowns or plastic aprons are indicated if soiling of clothing with blood or body secretions is likely.

    3. Masks and protective eyewear are indicated if splashing is likely.

  2. Hands and other skin surfaces must be washed immediately and thoroughly, if contaminated with blood or body secretions. Hands must be washed immediately following any patient contact and after gloves are removed.

  3. Disposable gloves should be available in all examination rooms, patient rooms and procedure rooms.

  4. Protective eyewear, masks, and impervious gowns should be available for each clinical encounter where indicated. If, for any reason, protective equipment is not available for students, they must refrain from engaging in that clinical encounter.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.55 | Care and Disposal of Sharps
Body

Policy Statement

  1. "Sharps" containers (i.e., rigid needle disposal containers) should be in all examination rooms, patient rooms and procedure rooms for convenient and safe disposal of needles, scalpel blades and other sharp instruments immediately following use.

  2. Needles and other sharp devices must be handled with extraordinary care and concentration. The primary user is responsible for safe disposal.

  3. Needles must be immediately disposed of in a “sharps” container and may never be recapped, purposefully bent, broken, or removed from disposable syringes.

  4. Needles from IV tubing or from non-disposable syringes should be removed with a clamp and disposed of in a "sharps" container.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 670.60 | Clean-up of Spills
Body

Policy Statement

Surfaces exposed to blood, body fluids, and body secretions should be cleaned with a detergent followed by decontamination with a hospital grade disinfectant that is tuberculocidal and has a label claim of efficacy against hepatitis B. Persons performing the cleaning should wear disposable gloves.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 12/17/2024 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Body

Policy Statement

Students are responsible for reporting all exposure- or injury-related incidents that occur during their enrollment at the Larner College of Medicine.

The following constitute significant exposure to blood or other potentially infectious material (OPIM)*.

  1. Percutaneous (through the skin) exposure by needle-stick or other sharp instrument;

  2. Contamination of a fresh cut (less than two hours old) with blood or other body secretions;

  3. Mucous membrane exposure via splash in mouth or eye;

  4. Human bites that penetrate the skin;

  5. Cutaneous exposure involving large amounts of blood or prolonged contact with blood, especially when the exposed skin is chapped or abraded or affected by dermatitis.

*OPIM includes: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, peritoneal fluid, pericardial fluid, amniotic fluid, saliva in dental procedures, and any other body fluid that is visibly contaminated with blood.

Policy Elaboration

Students are expected to do the following:

  1. Complete Local Procedure(s):

    1. If the exposure or injury occurs at the University of Vermont Medical Center (UVMMC) students should complete the “sharps form” located on the UVMMC Intranet home page and contact Employee Health Service at 847-4277. If the exposure or injury occurs when the Employee Health Service Office is closed, complete the sharps form and contact the Administrative Nurse Coordinator (ANC) on pager # 0702.

    2. If the exposure occurs at a non-UVMMC partner organization, hospital, or clinic outside the network, contact the equivalent employee health service or emergency department and follow their procedures for exposures or injuries.

    3. Students on the Connecticut campus should report to Nuvance Employee Health Service within one hour, or, if Employee Health Service is not open at the time of the exposure or injury, they should present to the ED and follow up with Employee Health Services the following business day. Students should complete the Employee Injury Report (tool? form?) located on the Nuvance Health Intranet home page.

  2. Notify the UVM Risk Management and Safety Office: Download and complete an incident report form, which must include confirmation that there is a plan for administration of appropriate post-exposure testing and treatment and the signature of the site supervisor or course director. If a signature from a site supervisor or course director cannot be obtained, the campus Associate/Assistant Dean for Students can sign the form. Email the completed form to UVM Office of Risk Management. 

  3. Notify The LCOM Office of Medical Education: Email Medical Student Services with the subject line "Reporting of Exposure -- private and confidential." In the body of the email, include your name, contact number, a brief report of the incident, and confirmation you’ve submitted a completed incident form to the UVM Office of Risk Management. 

If a student receives a needle or sharp injury, or other significant blood, body fluid, or body secretion exposure, they should report for evaluation immediately as follows:

  1. When reporting the incident, students should always identify themselves as a UVM medical student at any hospital at which they are rotating.

  2. The affiliated health care organization should follow its blood-borne pathogen exposure procedures. If no such procedures exist or if the affiliated health care organization elects, the CDC Blood-borne Infections Diseases: HIV/AIDS, Hepatitis B, Hepatitis C guidelines should be used.

  3. The following procedures shall be used for any exposure which occurs while receiving education at the Larner College of Medicine:

    1. All puncture wounds and significant exposures should be vigorously cleansed, and the exposed student should be instructed to seek medical care with their physician at the first sign of bacterial infection.

    2. It should be determined if the student was injured with a clean or used needle/sharp.

    3. Puncture injuries from needles that have not been used on patients, or their blood or body secretions do not normally require any special care aside from cleansing the wound and possibly tetanus prophylaxis. The person's tetanus immune status should be determined and if not adequate, a tetanus booster should be administered if clinically indicated.

    4. With injuries from used needles, an effort should be made to identify the patient in whom the needle was used.

    5. If a medical student has significant exposure to blood or other potentially infectious material at The University of Vermont Medical Center, Employee Health will inform the source patient of the incident and request consent for testing for evidence of HIV, hepatitis B and hepatitis C infections. If the exposure occurs at another site, the appropriate employee health office or other responsible party will inform the source patient and request consent for testing. If the source patient has HIV infection, declines serologic testing, or has a reactive HIV test, consult with an infectious disease specialist regarding next steps.

    6. If the hepatitis B antibody status of the exposed student is not known, it should be determined by blood testing.

    7. If the source patient is known to be hepatitis B surface antigen positive and the exposed student is a known hepatitis B vaccine non-responder, then HBIG should be given as soon as possible after exposure and repeated after one month. At the University of Vermont Medical Center, HBIG will be administered by the Emergency Department and billed to the student’s health insurance. A booster dose of hepatitis B vaccine in known vaccine responders is not currently recommended by the Centers for Disease Control (CDC).

    8. For documented needle stick exposures to other potentially transmissible disease, such as acute malaria or syphilis, the need for prophylaxis should be determined on an individual basis in consultation with an infectious disease specialist and the hospital epidemiologist. It is probably unnecessary to provide antibacterial prophylaxis for puncture wounds from needles used on patients with bacterial sepsis.

When exposure occurs at a The University of Vermont Medical Center facility, the Employee Health Service at The University of Vermont Medical Center is responsible for receiving the student’s report of exposure, for arranging for the testing of identified source patients, and for advising the student regarding appropriate care, including diagnostic tests and follow-up. The service will consult closely with the infectious disease specialists as indicated. When the exposure occurs outside of the regular hours of the Employee Health Service, the Administrative Nurse Coordinator will advise the student regarding the appropriate care including diagnostic tests and follow-up and will consult with infectious disease specialists as indicated. Costs for care related to needle-stick injuries or other exposures incurred in clinical education settings will be billed to the student's insurance policies. The Larner College of Medicine will cover costs over and above those paid by the student's insurance policies. Students should submit any outstanding charges not covered by their insurance to Medical Student Services for reimbursement.

Alternatively, students may use the anonymous HIV testing services available through the Health Department of the State of Vermont (800-882-2437) or in Connecticut at State of Connecticut anonymous HIV testing sites. The Employee Health Service will provide the student with written recommendations regarding appropriate follow-up to be implemented in the primary care setting. The infectious disease specialists are available for consultation with students’ physicians providing follow-up care (please see the University of Vermont Medical Center Infectious Disease and Travel Clinic informational web page for a list of physicians and specialists).

When exposure occurs at another health care facility, the student should seek similar immediate evaluative services and source patient testing through the Employee Health Service or the emergency department, with follow-up care to be sought as directed by the Employee Health Service or from the student’s physician.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.8 Student Exposure Policies/Procedures

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/20/2016 Policy Revised [Medical Curriculum Committee]

  • 3/21/2017 Policy Revised [Medical Curriculum Committee]

  • 12/19/2017 Policy Revised [Medical Curriculum Committee]

  • 9/18/2018 Policy Revised [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Reformatted [Medical Curriculum Committee]

  • 04/26/2022 Policy Edit [Medical Curriculum Committee]

  • 3/19/2024 Policy Revised [Medical Curriculum Committee]

  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Body

Policy Statement

The Pharmaceutical Policy is available online.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 1.2 Conflict of Interest Policies

  • 7.7 Medical Ethics

  • 7.9 Interprofessional Collaborative Skills

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 4/26/2022 Policy Edit [Medical Curriculum Committee]

  • 2/21/2023 Policy Edit [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

  • 1/21/2025 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Office of the Dean

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Policy 690.10 | Fitness Committee Procedure and Review of Professional Performance
Body

Policy Statement

The purpose of the Fitness Committee is to protect the public and medical profession by ensuring that the professional standards of the Larner College of Medicine are upheld. The Fitness Committee investigates and recommends appropriate action if a student's behavior brings into question their fitness for a career in medicine. Findings and recommended actions of the Committee are final unless the student appeals to the Dean and the Dean overturns the Committee decision.

The Fitness Committee consists of five faculty members who serve three–year terms (appointed by the Dean), one of whom is elected annually by the Committee to serve as chair. The appointed members are not responsible for the final summative assessment of students. The Committee meets as needed depending on the number and nature of referrals. The proceedings of the Committee are strictly confidential, and its voting members will not advise or advocate for individual students.

Policy Elaboration

  1. A student whose behavior is considered to render them unfit for a career in medicine may be dismissed at any time from the Larner College of Medicine. Such negative behavior includes, but is not limited to, demonstrated poor judgment, lack of personal integrity, lack of personal accountability, or the conviction of any criminal act when such an act is found to adversely affect the student’s ability to practice medicine. Students of the Larner College of Medicine are expected to meet, at a minimum, the behavioral expectations found in the Student Handbook (Statement on Medical Professionalism, Tenets of Professionalism, Larner College of Medicine Technical Standards, Student Honor Code, and the Policy on Standards for Professional Code of Conduct), University’s Student Code and the Code of Academic Integrity. It should also be recognized that this code cannot anticipate every potential offense and that unprofessional behavior not specifically mentioned in this policy and linked policies can still be subject to academic sanctions.

  2. Violation of any University policy and/or behavior calling into question a student’s fitness for a career in medicine may result in referral to the Fitness Committee. The Fitness Committee considers the facts established and recommends appropriate action if a student’s behavior brings into question their fitness for a career in medicine. The Fitness Committee may issue sanctions as a result of their review up to and including dismissal from the Larner College of Medicine. Among other actions, the Committee can dismiss medical students secondary to appropriate and independent institutional investigation outcomes for any prohibited acts (listed in the University Policy 2.8.9 Code of Student Conduct), upon conclusion of independent investigation(s).

  3. A student’s fitness for a career in medicine may be called into question at any time. In such an event, a faculty member will prepare in writing the specific allegations giving rise to the question and submit the statement to the chairperson of the Fitness Committee. On receipt of the statement of allegation, the chairperson shall convene the Committee to investigate the matter. A student referred to the Fitness Committee will be informed of the pending investigation via emailed letter from the Committee chairperson. This notification shall:

    1. State that any student who appears before the Fitness Committee is at risk of dismissal.

    2. State the specific allegations giving rise to the question of the student’s fitness.

    3. Advise the student of their right to appear before the Fitness Committee and to be accompanied by a faculty or student advisor of the student’s choice. The advisor must be a member of the University community and shall not be an attorney or a family member.

    4. Inform the student of the membership of the Committee. If the student objects to the participation of any member of the Committee, the student must provide a written statement of the objection, including the factual basis for the objection, to the chairperson of the Committee at least twenty-four hours before the meeting of the Committee. If the objection is deemed reasonable by the chairperson, the member(s) challenged shall recuse themselves from the students review and be replaced by an alternate, if necessary, to maintain quorum. A member of the Committee will only be removed for actual demonstrated bias. The alternate member will be appointed by the Senior Associate Dean for Medical Education in consultation with the chairperson of the Committee. If the student challenges the Committee’s chairperson, the Senior Associate Dean shall consider the objection and if deemed reasonable shall appoint a substitute chairperson from the faculty membership of the Fitness Committee or the faculty-at-large. Any appointed alternate member will have full voting rights in the deliberations of the Committee. Members of the Fitness Committee are reminded at each meeting by the chair that anyone who has provided sensitive health, psychiatric or psychological services to a medical student before the Committee must recuse themselves from taking part in decisions regarding that student’s fitness; moreover, each member reviews, reaffirms and signs a documented commitment to recuse themselves under the aforementioned circumstances on an annual basis.

    5. Advise the student of their right to review their file before any hearing by the Committee.
       

  4. The student shall have the right to appear before the Fitness Committee and to be accompanied by a faculty or student advisor of the student’s choice. The advisor must be a member of the University community and shall not be an attorney or a family member. The student shall have the right to review their file before any hearing by the Committee. At the hearing, the student shall have the right to hear the evidence upon which the proceedings are based and attempt to clarify or correct. The student may present additional data to the Committee. The student may identify witnesses to give evidence. Additional witnesses may be called by the committee at the initial or subsequent meetings.

  5. Following its investigation, the Committee in executive session will determine whether sanctions, up to and including dismissal are warranted. Decisions will be made by majority vote of the members present and voting. The Fitness Committee may require continued monitoring of the student by the Committee or by a designated agent. The Committee may also determine appropriate corrective sanctions, which may include, but are not limited to, restitution, specific training, limitations on placements, etc. A record of the Committee directives and vote will be documented. The student will be furnished a copy of the Committee’s final report. If a student fails to comply with any imposed sanctions the committee will reconvene to consider further actions. The committee may be alerted of a student’s failure to comply with sanctions by a faculty member or a designee.
     

  6. Fitness Committee decisions may be appealed to the Dean of the Larner College of Medicine. The written appeal must be based solely upon issues of procedural error(s), or clear abuse of discretion during the proceedings before the Fitness Committee, or new evidence which was not available during any hearing before the Fitness Committee.

    1. The student must provide written notification of intent to appeal a Fitness Committee decision within forty-eight hours of delivery of the committee’s written notification by email.

    2. The formal written appeal must be provided to the Dean within eight (8) business days of the date indicated on the Fitness Committee decision letter. Unless written appeal is received by the office of the Dean of the College on or before the 8th business day, the decision will be effective as of the ninth business day. In the specific instances where the decision of the Committee is dismissal from the Larner College of Medicine.

      1. During the interval between receipt of written notification of the decision and the expiration of the appeal period, the student remains actively enrolled in the College.

      2. If the student submits notification of intent to appeal, they may request personal leave during this period, or they may continue normal student activities, except in instances in which a student has been placed on administrative leave.

      3. If no notification of intent to appeal is submitted, the student will be placed on administrative leave until the expiration of the appeal period.

    3. If a student files a formal written appeal within the stipulated requirements, but the dean affirms the decision of the committee in writing, the initial action shall be effective on the date of the dean’s decision.

    4. The decision of the Dean shall be final.

Applicability of the Policy

 All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 7.7 Medical Ethics

History

  • 5/20/2014 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 7/21/2015 Policy Revised [Medical Curriculum Committee]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Reformatted [Medical Curriculum Committee]

  • 1/26/2021 Policy Edited/Re-titled [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 9/21/2021 Policy Revised [Medical Curriculum Committee]

  • 11/21/2023 Policy Revised [Medical Curriculum Committee]

  • 12/19/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Student Success

Policy 710.10 | Tutoring Program
Body

Policy Statement

The Office of Medical Education (OME) maintains a year-round peer academic support and enrichment tutoring program with both in-person and remote options available. Tutor availability and bandwidth capacity is variable throughout the academic year; therefore, priority of tutor program resources is reserved for students at risk of failure of a currently enrolled course or as recommended by the Advancement Committee. Students demonstrating academic difficulty, or wishing to improve their academic performance, may be identified by the course or clerkship director/coordinator, a level director, the Associate/Assistant Dean for Students, the Directors of Student Wellbeing, the Director of Academic Achievement, or may self-identify to access OME tutoring services through the Medical Student Services Team.

The peer tutoring program is comprised of a cohort of paid MS2, MS3, and MS4 students covering a wide range of academic subjects and skill specialties relevant to pre-clinical and clinical level students. All active peer tutors must themselves be in good standing and agree to:

  • a minimum availability throughout the year

  • following administrative expectations

  • leverage science of learning principles in service delivery and

  • abide by the tenants of professionalism and the requirements of the tutor confidentiality agreement.

The tutoring program reserves the right to replace active tutors as needed to ensure programmatic balance and effectiveness during the academic year and based on evolving priority student support needs.

Policy Elaboration

  1. OME student support staff with no involvement in assessment or promotion decisions may proactively reach out to students demonstrating at-risk academic performance on summative exams (Marginal Pass or Fail) to assess for or recommend appropriate resources of student support, which may include individual peer tutoring (in-person or remote) at no cost to the student.

  2. The Office of Medical Education reserves resources for, and proactively recommends, optional limited individual peer tutoring or consulting at no cost:

    1. To students who meet criteria for course academic support

    2. To students who meet criteria for national exams preparedness support (NBME, USMLE Step 1 and Step 2 CK)

  3. OME defines the “criteria for course academic support” as a student who fails a summative exam within a level of the curriculum or is at risk of failing a course or clerkship rotation (e.g., marginally passing exams). OME defines the “criteria for national exams preparedness support” as a student who is at risk of failing (as evidenced by LCOM academic metrics and NBME self-assessment metrics) or has previously failed an NBME Subject or USMLE examination.

  4. OME refers students both meeting the criteria for academic support (710.10.4), and agreeing to receive optional peer tutoring services, to a primary peer tutor (i.e., “tutor match”) at no cost for a maximum of 12 optional session hours. Students may not receive more than four hours of tutoring services in a given week. After 12 hours of tutoring is received, the student may request approval of additional tutoring hours from the Director of Academic Achievement. Approval of additional hours may be granted as part of the student’s academic support planning, which requires a meeting with the Director of Academic Achievement and consultation with the primary peer tutor. Students requesting additional hours attest that they are attending all required course activities and are accessing optional review sessions provided by faculty or TA’s. Students meeting the criteria for academic support may also request an additional tutor referral to ensure their content needs are comprehensively covered (i.e., establish a “tutor network”).

  5. Students who do not meet the criteria for academic support (710.10.4) can request individual peer tutoring services for supplemental academic support or learner enrichment, including USMLE preparation tutoring and consultation. Such requests will be reviewed relative to current tutor availability; priority of tutor program resources is reserved for students at risk of failure of a currently enrolled course or as recommended by the Advancement Committee.

  6. All LCOM students may attend available group tutoring or workshop sessions at no cost during the academic year on a space-available basis. Attendance at these group sessions has no impact on hour limits issued for individual work with an assigned tutor.

  7. Tutors may individually or collaboratively provide small group sessions or specific workshops approved by the Director of Academic Achievement. There is no incremental increase in hourly reimbursement when the tutor works with more than one student. Compensation for preparation time necessary for delivering small groups or workshops is always arranged with and pre-approved by the Director of Academic Achievement.

  8. Students receiving tutoring services from OME are expected to:

    1. Take responsibility for proactively arranging appointments with their assigned tutor.

    2. Regularly attend scheduled Vermont Integrated Curriculum (VIC) learning activities, including but not limited to all classes, laboratories, and structured review sessions. Tutoring is not a replacement for the scheduled curriculum.

    3. Prepare for tutoring sessions in advance.

    4. Keep scheduled appointments with tutors.

    5. Notify OME when they are no longer planning on working with a matched peer tutor.

    6. Only schedule sessions with tutors with whom they have been officially matched  through OME.

    7. Only schedule and receive tutoring services for the amount of hours approved per the tutor match email.

    8. Discuss any need for additional hours with the Director of Academic Achievement.

  9. All students providing primary, group, or supplemental tutoring services for OME:

    1. Are expected to exhibit professionalism, integrity, openness to feedback.

    2. Are hired by OME on a temporary hourly basis and provide tutoring services only in content or process areas they have developed mastery in. If a tutor is not comfortable effectively tutoring on certain academic material, it is their responsibility to discuss this with the Director of Academic Achievement prior to delivering services.

    3. Only deliver services to tutees with whom they have been officially matched by the Director of Academic Achievement.

    4. Tutors are expected to keep their appointments and make every effort to give tutees reasonable notice if they need to cancel or reschedule a session.

    5. Have an ethical responsibility to ensure they are prepared for all sessions and offer individualized interventions that are attuned to the developing needs of their tutee.

    6. Agree to keep any tutee information confidential per the signed Confidentiality Agreement; tutors are encouraged to contact OME directly if they have concerns about a tutee’s personal and/or professional success.

    7. May only discuss information about a student’s progress with either the student receiving support (matched tutee) or Director of Academic Achievement or Dean for Students. Peer tutors are not permitted to discuss individuals they are working with to other peer tutors or any member of LCOM staff or faculty community that has a role in academic assessment or promotion. Tutors can discuss de-identified case-examples with active tutors for the sole purpose of sharing best practices or developing as a provider or tutoring services.

    8. Agree not to access, review, or disclose student information without specific authorization from the Office of Medical Education.

    9. Agree to attend any required tutor training or onboarding sessions (online or in-person).

    10. Agree to submit required tutoring data in a timely and accurate manner per current timesheet and data reporting instructions.

    11. Agree to notify the Director of Academic Achievement if they wish to not deliver any academic services with remote options (e.g., web conferencing).

    12. Can be compensated for 30-minutes of preparation time for each hour of individual services delivered, and not exceeding 60-minutes per student per week, unless approved by the Director of Academic Achievement. Tutors can be compensated for 30 minutes of preparation time for all group sessions delivered.

  10. Peer tutors who are also Teaching Assistants (TA’s) may provide tutoring during their TA assignment only if the course director for their TA assignment confirms that the TA does not have prior access to exam questions or has no role in curating or developing exam questions. Peer Tutors are not authorized to bill for services provided in the role of their TA assignment.

  11. LCOM faculty with a role in student academic assessment and promotion decisions refer all tutors to discuss tutee progress and concerns with the Director of Academic Achievement and/ or Associate Dean for Students. These faculty members may meet with the Director of Academic Achievement to discuss student academic progress and concerns relevant to any students in their current course to inform comprehensive academic support. The Director of Academic Achievement has no role in assessment and promotion decisions for any LCOM student.

  12. Requests for additional individual tutoring hours are reviewed by the Director of Academic Achievement. Additional hours are approved accordingly if it is determined that additional hours of tutoring services are essential to an individualized academic success plan that maintains satisfactory academic status. Determination is based on the student’s narrative request, unique academic needs, academic performance (exams, RQ’s), regular class attendance, and use of all other available non-tutor resources (e.g., TA review sessions, group tutoring sessions). Any requests for additional hours that are denied may be appealed to the Associate Dean for Students, who reviews and makes a final determination for that request.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.1 Academic Advising

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 9/2/2015 Policy Revised [Medical Curriculum Committee]

  • 12/8/2015 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Policy Revised [Medical Curriculum Committee]

  • 9/18/2023 Policy Revised [Medical Curriculum Committee]

  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 730.00 | Career Advising
Body

Policy Statement

Every student at Larner College of Medicine has access to career counseling services through Assistant/Associate Deans for Students, Professionalism, Communication, and Reflection (PCR) mentors, and specialty advisors.

The Association of American Medical Colleges (AAMC) Careers in Medicine (CiM) program is used as a resource in our advising system to enhance the process of exploring and choosing specialties.

Throughout each stage of the curriculum, students have opportunities to explore career choices through workshops, discussion groups, faculty facilitated student interest groups, clinically based coursework, activities and meetings with preceptors and other faculty members, and individual meetings with PCR faculty, designated specialty advisors, and Associate/Assistant Dean for Students. These activities are designed to facilitate the career planning process. Students may elect to pursue additional career exploration opportunities including clinical shadowing, research and advocacy work, or other experiences to augment career decision-making.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.2 Career Advising

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Level Director of Clinical Curriculum; Director of Academic Achievement)

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Policy 730.10 | Advising System during Foundations and Clerkship Levels
Body

Policy Statement

The advising system begins upon matriculation when each student is assigned to a Professionalism, Communication & Reflection (PCR) course group, each of which is led by a faculty preceptor who serves as the student’s primary advisor during the Foundations level of the curriculum. In addition to their weekly interactions during PCR coursework, preceptors meet with students at least twice per year in their advising roles, and are available to provide support and information as well as guide discussions of academic progress, career exploration, and wellness. During the twice-per-year advising meetings, students complete a form (either the Foundations One Meeting Form or the Foundations Two Meeting Form) that is modeled after the Careers in Medicine advising checklists. The advising system was designed to be integrated into the curriculum in order to ensure its optimal use by students; most students do seek such advice and support primarily from the faculty preceptors of their PCR groups. Since PCR preceptors assess first-year students’ performances in the PCR course (which is graded on a pass/fail basis), students are not obligated to seek advice or counseling from those faculty members, though the vast majority of students do so and view the arrangement favorably. If a student expresses preference for an alternate advisor, the Associate Dean for Students will assign another advisor, who does not have responsibility for assessing student performance.

During the Clerkship level, each student chooses an advisor in the specialty of their choice for guidance through the residency application process, scheduling lotteries, and the Match. At this point in the curriculum the specialty advisors take over the main advising tasks, guiding students toward a successful residency application. Students may certainly continue to use their PCR advisors for guidance and support, complimenting the specialty advising.

The Associate Dean for Students is available to meet with all students about any concerns that arise. The Assistant Dean for Students also meets with students to discuss career planning. Drop-in appointments can be scheduled with Deans for Students.

Applicability of the Policy

 Foundations and Clerkship Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

 Not Applicable

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 5/15/2018 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 7/19/2022 Policy Revised [Medical Curriculum Committee]

  • 7/16/2024 Policy Revised [Medical Curriculum Committee]

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.1 Academic Advising

Policy Oversight

 Associate/Assistant Dean for Students (Director of Academic Achievement)

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Policy 730.20 | Advising System during Advanced Integration Level
Body

Policy Statement

Prior to the Advanced Integration Level scheduling lottery, each Clerkship level student must select a specialty advisor through OASIS. The specialty advisor provides guidance through fourth year rotation planning, the residency application process, and the residency Match, replacing or supplementing PCR primary advisors. Between November and January (before the Advanced Integration scheduling lottery), students are encouraged to meet with Assistant/Associate Deans for Students and specialty advisors to discuss fourth year requirements and electives.

Policy Elaboration

Residency Application Process

The Office of Medical Education supports students through the residency application process. Students are responsible for keeping track of information regarding the residency application process posted on the Career Advising webpage and in the Larner LearningCommons, with updates and reminders distributed via email or The WeeklyWire**. Resources about the application process are available and include user guides, worksheets, timelines, and tips and advice.

Students are required to meet individually with Assistant/Associate Dean for Students between April and end of July in the fourth year to discuss specifics of the application process and their specific application strategy.

Medical Student Performance Evaluation (MSPE)

Residency program directors and their selection committees require information about the accomplishments and performances during medical school of candidates for their training programs. This information is transmitted through the Medical Student Performance Evaluation (MSPE). The MSPE is not a letter of recommendation; it is a summative evaluation of a student’s academic and clinical work during medical school. The document is typically written by the Associate/Assistant Dean for Students; however, if a student feels that there is a conflict of interest, the student can request an alternate author with no such conflicts to write the MSPE.

Residency Match and SOAP

The National Resident Matching Program (NRMP), or main match, places applicants for postgraduate medical training into residency programs at teaching hospitals throughout the United States. Some specialties (urology and ophthalmology) and the military use other matching platforms.

The Supplemental Offer and Acceptance Program (SOAP) provides a process for students who did not match to apply to, offer, and accept positions in programs that did not fill in the algorithm phase of the main match. The Office of Medical Education supports students throughout the matching process.

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.2 Career Advising

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/8/2015 Policy Revised [Medical Curriculum Committee]

  • 8/20/2019 Gender Neutral Language Edit [Medical Curriculum Committee]

  • 12/17/2019 Reformatted [Medical Curriculum Committee]

  • 9/20/2022 Policy Revised [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Academic Achievement)

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Personal Wellness

Policy 810.00 | Comprehensive Ambulatory Health Services
Body

Policy Statement

  1. The University of Vermont offers comprehensive ambulatory health services at multiple sites across campus:

    1. Primary Care/Medical Clinic (Main Campus) offers preventive/acute/ongoing care for students and maintains a Clinical Laboratory Improvement Amendments (CLIA)-certified laboratory on site for internally ordered tests.

    2. Sexual and Reproductive Health Care (Main Campus) offers comprehensive reproductive health services including birth control counseling, sexual health counseling, sexually transmitted infection (STI) screening, and evaluation/treatment of a wide range of sexual or gender-related concerns.

    3. Counseling and Psychiatry Services (CAPS) offers short-term individual counseling, urgent-needs counseling, group counseling, outreach and education, psychiatry, and referrals/consultations. Psychiatrists and counselors provide services at two sites on campus, and a counselor provides drop-in consultations at several sites across campus, including one located at the Larner College of Medicine campus.

  2. Services are available Mondays through Fridays, 8:00 a.m. to 4:30 p.m., with appointments available at the Primary Care/Medical Clinic on Saturdays from 9:00 a.m. to 1:00 p.m. Urgent care phone consultations are available after hours. After-hours evening appointments are available at CAPS. Appointments can be made by phone (802-656-3350 for general health services, 802-656-3340 for mental health or psychiatry services) or through their website.
     
    The health and wellbeing of our medical students is important, and students are encouraged to take care of their own health care needs during the curriculum by arranging time for medical and dental appointments. Students are allowed to miss brief periods of time in order to attend to their medical appointments, including mental and dental care, without penalty through the excused absence or exam delay process. Refer to instructions for initiating a related request located on the Exams Delay/Excused Absence Requests academic history tab in OASIS.

  3. Most services at the UVM Center for Health and Wellbeing (CHWB) are covered by student service fees (the "comprehensive fee"). These services are either charged to the student's account, or, for those enrolled in the student health insurance, charged either entirely or in part to the insurance company.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 12.3 Personal Counseling/Well-Being Programs

  • 12.4 Student Access to Health Care Services

  • 12.5 Non-Involvement of Providers of SHS in Student Assessment/Location of Health Records

  • 12.6 Student Health and Disability Insurance

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 5/15/2018 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 7/18/2023 Policy Edited [Medical Curriculum Committee]

  • 1/21/2025 Policy Revised [Medical Curriculum Committee]**

Policy Oversight

Associate/Assistant Dean for Students

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Policy 825.00 | Insurance Coverage for Medical Students
Body

Policy Statement

Medical students at the Robert Larner, M.D. College of Medicine at The University of Vermont are covered by a number of insurance plans. Please refer to individual policy statements for additional details.

Policy Elaboration

Type of Insurance Carrier Notes Related Policy Contact 

Life, Accidental Death and Dismemberment (AD&D), and Long Term Disability Insurance 

The Standard Insurance Company 

  • All medical students are enrolled upon matriculation. 

  • Obligatory annual fee charged by Student Financial Services once per year (with Fall bill) 

Disability Insurance 840.00

Student Services 

Health Insurance 

UVM Student Health Insurance Plan (SHIP) or verification of comparable coverage. 

  • All medical students are required to have health insurance. Annually students must sign up for coverage offered by the University or supply the name of their insurance provider. 

  • If SHIP plan is chosen, Student Financial Services initiates the charge alongside tuition each term. 

Health Insurance 830.00

Center for Health and Wellbeing 

Professional Liability Insurance 

Pinnacle Consortium of Higher Education/Genesis Insurance Company through Marsh USA 

  • All UVM medical students are covered by professional liability insurance for credit-bearing rotations, including those taken outside of the University of Vermont Healthcare Network. 

  • No fee (tuition accounts for it). 

Coverage is confirmed by the appropriate level coordinator in OME. Policy details can be provided on request. Coverage is renewed annually on July 1. 

Department of Risk Management & Safety 

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.6 Student Health and Disability Insurance

History

  • 5/24/2016 Policy Adopted [Medical Curriculum Committee]

  • 12/17/2019 Policy Revised [Medical Curriculum Committee]

  • 4/21/2020 Policy Revised [Medical Curriculum Committee]

  • 2/15/2022 Policy Revised [Medical Curriculum Committee]

  • 3/19/2024 Policy Revised [Medical Curriculum Committee]

  • 12/17/2024 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Director of Student Well-being)

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Policy 830.00 | Health Insurance
Body

Policy Statement

  1. All UVM Students are required to have health insurance to cover specialty care, emergency treatment, diagnostic tests not covered by UVM's Health Fee, prescriptions and hospitalizations, as well as primary care (sickness or accident/not preventive) when away from Burlington. Students must sign up for the coverage offered by UVM or supply the name of your current insurance provider. This can be done by visiting the Health Fee, Insurance and Billing webpage and completing the Insurance Policy Decision/Waiver Form. For questions about student health insurance, contact the UVM Health Insurance Office at 802-656-0602.

  2. Students and their dependents are eligible to enroll in the UVM Student Health Insurance Plan (SHIP), which provides comprehensive coverage for illness, chronic conditions, accidents/injuries, and routine/preventive health services. [Select Benefit Information from the left sidebar to view the current year’s Benefits Summary.]

  3. Coverage includes the following:

    • Diagnostic testing

    • Prescription medications

    • Hospitalization

    • Outpatient hospital services

    • Mental health care

    • Emergency room care

    • Immunizations

    • Pap tests

    • Contraceptives

  4. Preventive services provided on campus are covered at 100%. Most other services are covered at 80%, with 20% co-insurance. There is no deductible.

  5. Medical students who enroll in the UVM SHIP may also enroll their dependent(s), via the university's insurance broker, University Health Plans, Inc. Dependents are covered by the same plan and scope of coverage as students. Students who enroll are charged the premium to their UVM student accounts. Students who enroll their dependents at the insurance broker's website are responsible for paying the premium directly to the broker.

Applicability of the Policy

All Medical Students

Related Resources

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.6 Student Health and Disability Insurance

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 9/19/2017 Policy Revised [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 1/21/2020 Reformatted [Medical Curriculum Committee]

  • 2/21/2023 Policy Revised [Medical Curriculum Committee]

  • 7/18/2023 Policy Edited [Medical Curriculum Committee]

  • 12/17/2024 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 840.00 | Disability Insurance
Body

Policy Statement

All students are automatically enrolled in The Robert Larner, M.D. College of Medicine at The University of Vermont Long-Term Disability Insurance, Life Insurance, and Accidental Death and Dismemberment (AD&D) Insurance plan issued by Standard Insurance Company. An annual fee is charged to the student's account. For additional information regarding this insurance package, please visit the Pinnacle Wealth Insurance Resource Portal.

All students must designate beneficiary information, specifying the name of the person or persons to receive insurance proceeds, by completing the Beneficiary Form prior to matriculation at The Robert Larner, M.D. College of Medicine at The University of Vermont.

Students may contact Tobin Nadeau, at Pinnacle Wealth (802) 863-1248, for questions regarding their Life and AD&D and Long-Term Disability insurance.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

12.6 Student Health and Disability Insurance

History

  • 9/19/2017 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 1/21/2020 Reformatted [Medical Curriculum Committee]

  • 3/21/2023 Policy Revised [Medical Curriculum Committee]

  • 7/18/2023 Policy Edited [Medical Curriculum Committee]

  • 3/19/2024 Policy Revised [Medical Curriculum Committee]

  • 9/17/2024 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Operational Policies

Policy 902.00 | Annual UVM Medical Center Mandatories Training
Body

Policy Statement

In accordance with Joint Commission hospital accreditation standards, all medical students must complete annual education requirements at the beginning of each academic year in order to receive/maintain access to any and all University of Vermont Medical Center information systems, including Epic (the electronic medical record application). These mandatories, called “UVMMC Annual Education Requirements Clinical,” are made available through the UVMMC Cornerstone platform and should be completed within the first month of enrollment in any curriculum level (i.e., by September for Foundations Year 1 and Foundations Year 2, in March for the Clerkship Level and Advanced Integration Level).

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

9.3 Clinical Supervision of Medical Students

History

  • 8/16/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 9/18/2018 Policy Revised [Medical Curriculum Committee]

  • 6/18/2019 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 4/21/2020 Policy Revised [Medical Curriculum Committee]

  • 6/16/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edited [Medical Curriculum Committee]

  • 12/19/2023 Policy Edit [Medical Curriculum Committee]

Policy Oversight

Director of Foundations and Pre-Clinical Assessment/Senior Associate Dean for Medical Education

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Policy 905.00 | Auditing
Body

Policy Statement

Consistent with the Undergraduate Grading at UVM policy students wishing to regularly attend a course, but not receive credit, may register as an auditor, with the approval of the Associate/Assistant Dean for Students and the Course Director. Auditors have no claim on the time or service of the instructor.

Regular tuition charges apply for all audited coursework. Please note that students not enrolled for credit cannot utilize financial aid programs for living expenses and/or tuition charges.

Procedures

Matriculated medical students who wish to, or are advised to, audit Larner College of Medicine (LCOM) coursework must complete the UVM Grade Mode Change Form** (log-in required).

Students are responsible for obtaining the signatures of the Course Director and the Associate/Assistant Dean for Students on the form and submitting the completed form to the LCOM Registrar before the course start date. The LCOM Registrar will update the enrollment file and forward the paperwork to the University Registrar’s Office to process.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 2/16/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 9/20/2022 Policy Revised [Medical Curriculum Committee]

  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Policy 910.00 | Commencement Participation and Degree Conferral Policy
Body

Policy Statement

Medical degrees are conferred and Larner College of Medicine (LCOM) students are permitted to participate in Commencement ceremonies only if they have completed all degree requirements, passed any necessary examinations, and received permission to graduate by the UVM Faculty Senate.

Policy Elaboration

Deferring Degree Conferral

If endorsed by the Associate/Assistant Dean for Students, students who have completed all degree requirements may choose to delay conferral of their degree for up to one year. In such cases, their university enrollment status is changed to inactive until the degree is conferred during the subsequent academic year. The student is considered a member of the next graduating class cohort and will be invited to participate in the spring commencement ceremony for that class. Students may not walk with one class while receiving their degree with another. Students considering inactive enrollment status are encouraged to contact the LCOM Registrar and Assistant Director for Student Financial Services.

Applicability of the Policy

Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies/Resources

Important Graduation Information – UVM Office of the Registrar

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 9.9 Student Advancement and Appeal Process

  • 10.3 Policies Regarding Student Selection/Progress and Their Dissemination

History

  • 2/16/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students

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Policy 912.00 | Employment of Medical Students
Body

Policy Statement

The Larner College of Medicine (LCOM) does not impose restrictions on the temporary employment of medical students by the University of Vermont or the University of Vermont Health Network if there are no foreseeable conflicts of interest.

Policy Elaboration

In general, medical student employment through the University is administered through UVM Human Resource Services with medical students paid as temporary employees. Part-time income earned through the University will not affect the standard education loan offers all medical students are given.

Students offered an employment opportunity must be aware of UVM Policy - Payments to Students and how compensation may impact their financial aid (if applicable), as well as familiarize themselves with UVM Conflict of Interest and Conflict of Commitment Policy and the LCOM Conflict of Interest Regarding Evaluations and Educational Experiences with Student Relatives Policy.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

540.80 Conflict of Interest Regarding Evaluations and Educational Experiences with Student Relatives

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

1.2 Conflict of Interest Policies

History

  • 5/15/2018 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 7/16/2024 Policy Reviewed [Medical Curriculum Committee]

  • 3/11/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Senior Associate Dean for Medical Education (Business Manager, Medical Education)

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Policy 915.00 | Enrollment in Non-M.D. Coursework
Body

Policy Statement

Enrolled medical students may register for elective coursework outside of the Vermont Integrated Curriculum at the University of Vermont.

While actively enrolled in the MD program students may not enroll in courses that will be used to fulfill graduation requirements for another degree program.

Policy Elaboration

Additional tuition based on number of credits and the type of course the student chooses will be assessed above and beyond the Larner College of Medicine (LCOM) tuition and associated fees. For the full tuition and fee schedule, please visit the LCOM Medical Student Financial Services page. Payment of tuition for non-medical courses may not be covered by any financial aid sources.

Please review the Medical Student Handbook Policy 590.10 - Medical, Family and Personal Leave of Absence for more information regarding enrollment in coursework pursuant to an additional degree.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

6.5 Elective Opportunities

History

  • 5/24/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 9/20/2022 Policy Revised [Medical Curriculum Committee]

  • 9/17/2024 Policy Reviewed [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar; Assistant Director of Medical Student Financial Services)

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Policy 918.00 | Medical Student Records: Confidentiality
Body

Policy Statement

The Office of Medical Education at the Larner College of Medicine (LCOM) maintains electronic education records for medical students in its Online Access to Student Information and Scheduling system (OASIS).

Student educational records are disclosed only upon receipt of prior written consent provided by the student, except to the extent that the Family Educational Rights and Privacy Act of 1974 (FERPA) authorizes disclosure without consent.

Policy Elaboration

Common exceptions to written consent are noted in the FERPA, and the University’s FERPA Rights Disclosure Policy. Included is disclosure of information to a school official, within or otherwise acting on behalf of the institution, with a legitimate educational interest, as defined by FERPA.

Access to medical student education records in OASIS is provisioned by the LCOM Registrar’s Office who assigns defined user roles which have been vetted to conservatively restrict disclosure of personally identifiable information only to members of the faculty and administration with a need to know.

Directory Information Exclusion Requests

Students who wish to prevent disclosure of directory information, except to school officials with legitimate educational interests and certain others as specified in the regulations, must make a formal request with the University Registrar’s Office. Once filed, this request becomes a permanent part of the student’s record until the student instructs the University to remove the request. Requests may be made in person or by using the confidentiality form accessible through their myUVM account. It is important to know that choosing to request FERPA exclusion means that the student will not be listed in the directory and the University cannot confirm their student status. For more information, please contact the UVM Registrar’s Office at 802-656-2045.

Procedures

If a position requires an employee to access OASIS, the Larner College of Medicine's electronic student record system, they must complete a new user request form available through the OASIS portal.

The user must complete an online form, identify their supervisor, and attest to their familiarity with the following UVM policies:

Submission of the form notifies the LCOM Registrar and the user’s supervisor. The supervisor documents that the requested access is required for the employee to fulfill their professional responsibilities to the institution and acknowledges that the supervisor will notify the LCOM Registrar’s Office if at any time the individual’s position changes or is terminated so that their user account may be appropriately modified.

The LCOM Registrar’s Office annually surveys all OASIS users to ensure that provisioned access remains current.

Applicability of the Policy

All Medical Students and Larner College of Medicine Faculty and Staff

Related Larner College of Medicine Policies

 919.00 Medical Student Records: Student Access

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.5 Confidentiality of Student Educational Records

History

  • 04/21/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 06/16/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edit [Medical Curriculum Committee]

  • 3/19/2024 Policy Revised [Medical Curriculum Committee]

  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Policy 919.00 | Medical Student Records: Student Access
Body

Policy Statement

The Office of Medical Education at the Larner College of Medicine maintains electronic education records for medical students in its Online Access to Student Information and Scheduling system (OASIS).

In accordance with the University’s FERPA Rights Disclosure Policy, students have the right to inspect and review their records, and to request an amendment of their education records, including the Medical Student Performance Evaluation (MSPE), if the student considers the information contained therein to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.

Policy Elaboration

By default, students have view-only access to most of the contents in their record. Exceptions are limited to the student’s AMCAS application and Medical College Admission Test scores; advising, Assistant/Associate Dean for Students, and Director of Academic Achievement meeting notes; and Advancement Committee- and Fitness Committee-related documentation.

If a student wishes to review or challenge their educational records, written request for access to the record(s) should be submitted to the school official with control over the specific student education record they would like to inspect and review. If the student is unsure, requests may be addressed to the Larner College of Medicine Registrar. If the records are not created by the school official to whom the request is submitted, that official shall advise the student regarding the correct school official to whom the request should be addressed.

The written request must contain sufficient detail to identify the record(s), as well as the identity of the person(s) who may be provided access, if other than the student. The school official with control over the requested records will make arrangements for access and notify the student of the time and place where the records may be inspected in the presence of the official or their designee. Students have the legal right to inspect and review their education records within 45 days of the date the school official receives a written request for access. Typically, an appointment for inspection will be arranged within ten business days, often within a week, of receipt of the written request.

Medical students may write the LCOM official responsible for the record to ask that it be amended. They should clearly identify the part of the record they want changed and specify why it is inaccurate, misleading, or otherwise in violation of their privacy rights under FERPA. If the College decides not to amend the record as requested by the student, the College will notify the student in writing of the decision and advise the student of their right to a hearing regarding the request for amendment.

Grades and Narrative Assessments

Please refer to Medical Student Handbook Policy 540.60 Grades Appeals and Narrative Assessment Appeals for detailed information regarding challenging these specific types of records.

Medical Student Performance Evaluation (MSPE)

The MSPE is created in an online system. Only the deans who are responsible for completing the MSPEs and the Residency Application Coordinator are authorized to make changes to information in the document. Annually, when the graduating class is notified to complete a final review of their MSPE in the online system, the students may notify the Residency Application Coordinator of any factual errors to be corrected, grammar or spelling mistakes, and/or wording that does not seem clear. If students wish to challenge the narrative content, they should notify their letter writer to discuss their concerns. Changes in content from summative rotation evaluation will need to be approved by the rotation. Changes happen on an ongoing basis; however, note that the online system closes at least one week before the MSPE release date so that the documents can be finalized and uploaded to the residency application system.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

2.15.9 FERPA Rights Disclosure

Related Liaison Committee on Medical Education (LCME) Standard(s)

11.6 Student Access to Educational Records

History

  • 04/21/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 07/19/2022 Policy Revised [Medical Curriculum Committee]

  • 07/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Larner College of Medicine Registrar)

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Policy 920.00 | International Travel
Body

Policy Statement

The Robert Larner, M.D. College of Medicine at The University of Vermont medical students who are enrolled in the curriculum have the opportunity to travel abroad at various points in the curriculum, especially during the summer between their first and second year or during the Advanced Integration portion of the curriculum.

To assist students with the process of traveling abroad for a medical education experience and to ensure their safety while traveling, Larner College of Medicine students must participate in the University’s  Independent Travel approval process facilitated by the UVM Office of International Education (OIE).This applies to all international Larner College of Medicine approved credit-bearing activities; thus, completing the Independent Travel approval process requirements is part of a medical student’s professional responsibility.

Students should initiate the process three months prior to the intended travel date. This allows time for travel to be reviewed by the International Travel Advisory Group (ITAG) and any additional requirements to be met.

The University’s emergency travel and medical assistance coverage is only extended to students who are participating in Larner College of Medicine approved credit-bearing activity. Students traveling for non-curricular activity will not be covered, and if such coverage is required, the student is responsible for purchasing coverage from another source.

Procedures

Any International extramural rotations outside of the UVM LCOM/Nuvance Health Global Health Program must also be reviewed and approved by the Global Health Leadership Team and then by OIE via the GoAbroad system. To initiate the Independent Travel approval process, the student must contact the Larner College of Medicine’s Global Health Coordinator. The coordinator will provide OIE with the student’s name, dates of travel, and destination country after the coordinator has verified students’ academic standing within LCOM. The OIE office coordinator will then notify the students when they may begin completing their forms in GoAbroad.

Applicability of the Policy

This policy applies to all The Robert Larner, M.D. College of Medicine at The University of Vermont students traveling abroad as part of their medical education.

Related Larner College of Medicine Policies

Related University of Vermont Policies

Liaison Committee on Medical Education (LCME) Standard(s)

  • 5.7 Security, Student Safety, and Disaster Preparedness

  • 11.3 Oversight of Extramural Electives

History

  • 4/2/2015 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 7/21/2015 Policy Revised [Medical Curriculum Committee]

  • 12/8/2015 Policy Revised [Medical Curriculum Committee]

  • 12/20/2016 Policy Edit [Medical Curriculum Committee]

  • 3/21/2017 Policy Revised [Medical Curriculum Committee]

  • 4/21/2020 Policy Revised [Medical Curriculum Committee]

  • 2/16/2021 Policy Edited [Medical Curriculum Committee]

  • 2/21/2023 Policy Edit [Medical Curriculum Committee]

  • 3/19/2024 Policy Edited [Medical Curriculum Committee]

  • 6/17/2025 Policy Edited [Medical Curriculum Committee]

Policy Oversight

Senior Associate Dean for Medical Education/Director of Global Health programs

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Policy 930.00 | Invitations to Outside Speakers
Body

Policy Statement

Individual students, student interest groups, and/or student leadership groups may invite individuals from outside the University to speak or otherwise participate in academic activities. Such invitations are encouraged as they enrich the academic environment and learning community.

To ensure appropriate scheduling and coordination in the Larner College of Medicine, speaker hosts must work with their faculty and/or staff advisor and their Medical Student Council chairs of student leadership, and they must also contact the Larner College of Medicine Event Manager for review, approval, and potential marketing plan of the proposed guest speaker.
 
Faculty, staff and students involved in events with outside guest speakers must adhere to the University of Vermont Events, Speakers, and Activities - Facilities and Grounds Use Policy in addition to the procedures outlined herein.

If an honorarium is required, in adherence with the University’s purchasing procedures, event hosts must coordinate with the Office of Medical Education’s Finance Administrator to submit the required items to Purchasing Services or the Office of the General Counsel for review prior to execution.

Policy Elaboration

Additional information regarding speaker engagement procedures may be found on the UVM Division of Finance & Administration Speaker Engagement & Services Agreement Templates FAQs webpage.

Speaker hosts may also wish to connect with the Curriculum Services Team, review the Student Activities Calendar and notify with the Larner Events Manager & Alumni Office to support successful marketing and optimal attendance for their speaker/event.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 5/15/2018 Policy Revised [Medical Curriculum Committee]

  • 9/18/2018 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Policy revised [Medical Curriculum Committee]

  • 10/19/2021 Policy Revised [Medical Curriculum Committee]

  • 03/19/2024 Policy Revised [Medical Curriculum Committee]

  • 5/20/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

  • Associate/Assistant Dean for Students (Student Services Coordinator; Finance Administrator)

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Policy 940.00 | Official Communication
Body

Policy Statement

Email is the University of Vermont Larner College of Medicine's (LCOM) official means of communication. Students are expected to check their LCOM (MED domain; @med.uvm.edu) e-mail accounts daily and maintain the account so that it remains functional (e.g., not allowing their mailboxes to exceed the quota, not  forwarding it to a third party account, etc.). Students who do not read official notices sent in email are not excused from responsibility for email contents.

Policy Elaboration

Class Outlook distribution lists are protected, and only select individuals have the ability to email class distribution lists.
 
The WeeklyWire, the LCOM medical student newsletter, is LCOM’s primary communication tool for all non-curriculum-related communication to the student community. Students who do not read official notices sent in email are not excused from responsibility for email contents, including all WeeklyWire content. Students who wish to email the student community with non-curriculum-related content may submit their email to a faculty advisor, staff support, and/or a Dean for Students for review.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

10.6 Content of Informational Materials

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/20/2017 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 6/20/2023 Policy Revised [Medical Curriculum Committee]

  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Services Coordinator)

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Policy 942.00 | M.D. Tuition Billing and Refund Protocol
Body

Policy Statement

Current annual tuition and fee amounts for Medical Degree (M.D.) students are posted online. Billing occurs on a six-month semester basis, regardless of the Vermont Integrated Curriculum structure. The fall semester is July 1 to December 31, and the spring semester is January 1 to June 30. There are no distinct summer terms for the purposes of M.D. billing. Charges for the fall term are assessed each July and due in August; spring charges are assessed each December and due in January. Each billing cycle will reflect half of the annual tuition and fees. Current billing dates and payment deadlines are available online.

Tuition billing rates are based on period of enrollment and residency classification. They are not based on credit hours scheduled or year in the curriculum. A student who deviates from the scheduled curriculum may be charged a prorated tuition rate with a corresponding adjustment to the financial aid budget and awards if applicable. For example, a student who attends half the scheduled weeks of the six-month fall semester would be charged 50% of the standard semester tuition and comprehensive fee based on their residency (in these cases, a leave of absence is required), and if applicable, the financial aid budget and awards would be reduced in accordance with the abbreviated schedule. In the event that a student deviates from the scheduled curriculum after tuition has been billed or paid due to a leave of absence, unplanned withdrawal or dismissal, tuition will be refunded on a pro-rated basis as described above based on the student’s actual length of enrollment. If a student ceases enrollment during the first one-third of the first course or block in the semester (excluding longitudinal, multi-semester, or year-long courses), all tuition charges for the semester shall be removed. Financial aid budgets and awards will be adjusted to account for any adjustments to tuition and fee charges and length of enrollment.

Policy Elaboration

All students who complete graduation requirements will be charged a minimum of eight semesters, as standard tuition costs are established to account for the expenses associated with the complete medical education program.

Charges related to academic remediation:

  1. Students who receive a grade of Incomplete in a course or rotation do not re-enroll in the course; therefore, no additional tuition charges are incurred.

  2. Students who receive a final grade of Fail in a Foundations 1 Level course, who enroll in the spring semester of their first year, and who are approved by the Advancement Committee to remediate the failed course by re-enrolling in the course during the summer between the first and second year of medical school are not charged additional tuition for the summer course.

  3. First-year medical students who re-start the curriculum with a subsequent incoming class will be charged tuition and fees for the repeated semester(s), regardless of any tuition and fee proration granted due to a previous leave of absence and/or course withdrawal.

  4. Students who receive a final grade of Fail in a clinical clerkship, who are approved by the Advancement Committee to remediate the failed clerkship during the Advanced Integration Level, and who will do so using roughly the equivalent of their allotted fourth-year vacation weeks, such that their graduation date does not change, are not charged additional tuition for the repeated clerkship.

Students who enroll in University of Vermont coursework that is not part of the M.D. curriculum will be billed extra tuition accordingly based on the coursework. Please see related Medical Student Handbook Policy 915.00 - Enrollment in non-M.D. Coursework.

Refunds unrelated to tuition:

  1. UVM Student Health Insurance Plan Premium charges, and any associated refunds, are handled by the Center for Health & Wellbeing. Refer to the UVM Center for Health & Wellbeing for information on premium charges and refunds. website. If a student waived campus health insurance, they would not be charged and therefore ineligible for a refund.

  2. Disability insurance is charged once annually (every July), and coverage ensues until the following June. This shall only be refunded if a student will have no enrollment during the coverage period. This fee is never prorated; only charged or removed in its entirety.

  3. The comprehensive fee shall be prorated in the same manner as tuition in instances where tuition is prorated.

  4. One-time, year-specific curriculum fees are non-refundable unless a student’s enrollment is entirely cancelled before the start of the term for which the fee was charged, or if enrollment is cancelled before the first one-third of the first course or block in the semester has elapsed.

Individual tuition adjustments are assessed and completed by Student Financial Services.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 12.2 Tuition Refund Policy

  • 12.1 Financial Aid/Debt Management Counseling/Student Educational Debt

History

  • 10/19/2017 Policy Adopted [Medical Education Leadership Team]

  • 12/19/2017 Policy Affirmed [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 12/8/2020 Policy Revised [Medical Curriculum Committee]

  • 12/15/2020 Policy Revision [Medical Curriculum Committee]

  • 10/19/2021 Policy Edited [Medical Curriculum Committee]

  • 9/18/2023 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Financial Services Assistant Director)

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Policy 950.00 | Student Lockers
Body

Policy Statement

Lockers on the second and third floors of the Given Building are provided for use by first and second year medical students. Lockers on Baird 2 at the UVM Medical Center are available to Vermont clinical-level students completing rotations at the Vermont campus.

Students accepting locker assignments agree to abide by the terms of this policy as listed below, with the understanding that the locker is assigned to them for a limited time until the end of the Foundations Level of the curriculum (Given lockers) and the end of their clerkship or Advanced Integration rotation at the UVM Medical Center (UVMMC lockers) after which time it must be vacated. Lockers will be subject to re-assignment should a student be placed on an extended Leave of Absence (lasting longer than three consecutive months). Please be advised that the University of Vermont is only responsible for University property and is not responsible for lost or stolen personal items. Students are advised to ascertain if their renter's or homeowner's insurance might cover such items.

  1. Students will be provided the combinations to Given lockers. Combination locks will be assigned and signed out from the Office of Medical Education for UVMMC lockers. Students must keep their locker combinations private. Student will have seven days to return the lock upon notice, after this time all contents will be confiscated and the locker will be given to another student.

  2. Students agree to empty their Given lockers of all contents at the end of Foundations Level of the curriculum, and their UVMMC lockers at the end of their clerkship or Advanced Integration rotation at the UVM Medical Center. Failure to do so will result in a $50 cleaning fine and necessitate opening of lockers by staff to empty their contents after the expiration of the assignment period.

  3. While students have a reasonable expectation of privacy in their lockers, University or UVM Medical Center personnel may open and check the contents of lockers if there are valid health or safety concerns, with or without the permission of, or the provision of prior notice to, the student assigned to the locker.

  4. Lockers must be maintained in a clean and orderly manner.

  5. Students will be billed for any willful damages to their lockers.

  6. Students may not share their locker space with other parties.

  7. Since lockers are located in public and professional spaces, please do not permanently attach or display anything (i.e., stickers) on the exterior surface of any locker.

  8. Materials placed above lockers are not secure. Do not store anything above the locker.

  9. No firearms, other weapons, or illegal substances may be stored in any lockers. University personnel will notify UVM Police Services, and UVM Medical Center Security in the case of UVMMC lockers, if any weapons or illegal substances are identified or suspected to be present in student lockers.

  10. Any student who wishes to keep their locker location confidential should notify the Office of Medical Education in writing or by e-mail.

Applicability of the Policy

All Medical Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

5.11 Study/Lounge/Storage Space/Call Rooms

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 6/20/2017 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 7/19/2022 Policy Revised [Medical Curriculum Committee]

  • 7/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Student Services Coordinator)

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Policy 955.00 | Student Pagers
Body

Policy Statement

In the Clerkship Level each student is assigned a specific pager. Students accepting pager assignments agree to abide by the terms of this policy as listed below.

  1. Pagers are intended for use by the assigned student only and should not be given to other students for their use.

  2. Students are responsible for returning the pager prior to graduation from Robert Larner, M.D. College of Medicine at The University of Vermont. Pagers must be returned prior to graduation.

  3. Unneeded pagers can be returned to Office of Medical Education (OME) at any time.

  4. Lost, stolen, broken or misused pagers are the responsibility of the assigned student. A replacement fee at current market price for pagers and for sleeves will be automatically billed to the student’s account unless otherwise arranged. As per University policy, UVM reserves the right to withhold registration material, the diploma, degree, and all information regarding the record, including transcript, of any student who is in arrears in the payment of tuition, fees, or other charges.

Procedures

When assigned, the Office of Medical Education (OME) will record identifying pager information in the student's electronic academic history file.

OME will ensure that student names and pager numbers are given to appropriate staff at UVMMC. Please note that neither Telecom nor UVMMC Provider Access Service (PAS) will accept pager updates, except in emergency situations.

When a pager is returned to OME, the student's electronic academic history file will be updated to reflect this. This electronic notation serves as proof of receipt for the student. Pagers left in the Office without receipt noted will be considered lost and students charged a replacement fee as listed above.

Applicability of the Policy

Clerkship and Advanced Integration Levels

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

Not Applicable

History

  • 2/16/2016 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 4/18/2016 Policy Edit [Medical Curriculum Committee]

  • 8/20/2019 Policy Revised [Medical Curriculum Committee]

  • 1/21/2020 Reformatted [Medical Curriculum Committee]

  • 2/16/2021 Policy Edited [Medical Curriculum Committee]

  • 1/16/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Level Director of Clinical Clerkship

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Policy 958.00 | Surveying Medical Students
Body

Policy Statement

The purpose of this policy is to monitor the frequency, volume, and appropriateness of survey requests made to medical students, and to ensure distribution of surveys to medical students via the Teaching Academy.

Specifically, The Robert Larner, M.D. College of Medicine (LCOM) wishes to ensure confidentiality standards, promote integrity of instruments to ensure utility of results, and protect their medical students from an overabundance of survey requests.

Data collection instruments/surveys that require review and distribution via the Teaching Academy are those that include LCOM medical students as respondents for the following purposes:

  • Scholarly research.

  • Improvement of the learning experience and environment.

Please note that investigators will need to provide Institutional Review Board (IRB) documentation as part of the review instrument review process.

Data collection instruments that do not require review include the following:

  • Instruments intended to assess event attendance.

  • Those sent out by the Office of Medical Education (OME) to accomplish administrative functions, such as voting or polling.

LCOM will only consider the results of surveys taken in accordance with this policy.

Policy Elaboration

Survey Distribution

Surveys distributed online must utilize software approved by the University of Vermont (UVM) Institutional Review Board (e.g., Blue, Qualtrics, REDCap). These platforms have been vetted for confidentiality protections and data ownership issues. Other platforms (e.g., Survey Monkey, Google Forms, etc.) should not be used.

All survey links will be distributed from the email account dedicated to survey research that is managed by the LCOM Teaching Academy at LCOM. For each survey, an email will be distributed to students with the relevant information, with a reminder to be sent one week later. Surveys will be scheduled in two-week blocks.

Survey links should not be distributed via social media or via a QR code. Social media may be used to promote surveys but must refer students back to the original email notification for students to access the link.

Procedures

Students, staff, and faculty interested in soliciting survey responses from students at LCOM must seek instrument approval from the Teaching Academy. All surveys require a review of the instrument. Release of surveys will occur only after approval and upon review of a final draft of the survey.

To submit a survey instrument for review by the Teaching Academy, please please submit a Teaching Academy Request Form for Research Consultation, Survey Dissemination, or Medical Education Data. You can read about the process and what you will need to complete the form on the related Research Support webpage.

If unsure whether a data instrument requires review, the Teaching Academy will be contacted for guidance. The Teaching Academy may request additional documentation such as proof of IRB review, name of faculty sponsor (if applicable), and intended survey platform. Survey requests may be referred to the Senior Associate Dean for Medical Education for approval when necessary and at the discretion of the Teaching Academy.

If any survey seeks to assess parts of the curriculum, the student will contact the relevant curriculum director to inform them of the survey. Students will notify any applicable LCOM department or office for access to respondent population. If a student requires assistance in identifying what departments or offices should be notified, they will contact the Teaching Academy.

The timing of the survey release will be scheduled in relation to other open surveys and curricular activities. Every attempt will be made to release surveys in a first come first-serve fashion. To minimize the burden on students while recognizing the need for robust response rates, no more than two surveys external to the curriculum, i.e., those not evaluating course and faculty in a required course, will be distributed to students, during each two-week block. Exceptions will be limited and reviewed on a case-by-case basis. Surveys that are external to LCOM, i.e., originating from other universities, will be published in the Weekly Wire as an optional opportunity.

Applicability of the Policy

All Medical Students.

This policy also applies to vendors and researchers outside of the Larner College of Medicine and to students wishing to survey students related to scholarly project requirements. This policy is not applicable to surveys solicited by the administration including, but not limited to, official Dean’s Office Surveys, course evaluations surveys, curricular surveys from the Office of Medical Education, Course Directors and their designees, or any other persons the Dean deems appropriate.

Related Larner College of Medicine Policies

Not Applicable

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Learning Environment/Professionalism

  • 8.5 Medical Student Feedback

History

  • 6/20/2017 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 5/15/2018 Policy Edit [Medical Curriculum Committee]

  • 9/18/2018 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 6/16/2020 Policy Edited [Medical Curriculum Committee]

  • 7/20/2021 Policy Revised [Medical Curriculum Committee]

  • 9/20/2022 Policy Edited [Medical Curriculum Committee]

  • 6/20/2023 Policy Revised [Medical Curriculum Committee]

  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Medical Education (Director of Curricular Evaluation and Assessment)

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Other Educational Opportunities

Policy 980.00 | Visiting Students
Body

Policy Statement

The Robert Larner, M.D. College of Medicine at the University of Vermont limits the number of visiting students accommodated in its medical education program in order to ensure the availability of sufficient resources to matriculated medical students. Students from Liaison Committee on Medical Education (LCME) accredited schools and Commission on Osteopathic College Accreditation (COCA) accredited programs in their final year of training may apply for up to eight weeks of electives in the Larner College of Medicine (LCOM).

Policy Elaboration

  1. Prospective visiting students must apply through the AAMC Visiting Student Learning Opportunities (VSLO) program.

  2. Visiting students may not be accepted for rotations in the months of March and April except those students participating in regional Transition to Residency programs.

  3. Regarding visiting medical students, the Larner College of Medicine does the following (responsible party noted in parentheses):

    1. Verifies the credentials of each visiting medical student (Departmental Student Coordinator).

    2. Ensures that each visiting medical student demonstrates qualifications comparable to those of the medical students they would join in educational experiences (Departmental Student Coordinator).

    3. Maintains a complete roster of visiting students (Visiting Student Electives Coordinator via the AAMC’s Visiting Student Application Service (VSAS)).

    4. Approves each visiting medical student’s assignments (Departmental Student Coordinator).

    5. Provides a performance assessment for each visiting medical student (Departmental Student Coordinator, contact information listed on the Information for Visiting Students pdf.

    6. Establishes health-related protocols whereby visiting students must meet the same immunization requirements as Larner College of medicine students.

    7. Sends an electronic “welcome letter” with links to hospital credentialing requirements and the student handbook including mistreatment and exposure policies (Visiting Student Electives Coordinator).

Please refer to the Information for Visiting Students webpage for additional details and resources are provided for visiting medical students. 

Important Policy and Procedure Information

Visiting students should be aware of and understand the mechanisms for reporting mistreatment as described in the “welcome letter” received prior to enrollment.

All visiting medical students are informed of student exposure policies and procedures before undertaking any educational activities that would place them at risk. In the event of an injury or exposure, visiting students should follow this policy as well as any procedures required by the home school.

Applicability of the Policy

Advanced Integration Level Visiting Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.5 Student Mistreatment

  • 5.10 Resources Used by Transfer/Visiting Students

  • 10.8 Visiting Students

  • 12.8 Student Exposure Policies/Procedures

History

  • 4/21/2020 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 9/20/2022 Policy Edit [Medical Curriculum Committee]

  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

  • 6/17/2025 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Advanced Integration (Visiting Student Electives Coordinator)

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Policy 1020.00 | Pathology Dual Master's Degree
Body

Policy Statement

The Pathology and Laboratory Medicine Department offers a one-year fellowship position for medical students who have completed the Foundations Level. Successful completion of the Pathology Student Fellowship and of related Graduate College coursework will culminate in the award of a master’s degree in Pathology from the University of Vermont Graduate College.

Policy Elaboration

During the fellowship, the student is on a leave of absence from the Larner College of Medicine (LCOM) and enrolled in the Graduate College, deferring much of the Clerkship and/or Advanced Integration Level of their medical studies for one year. At the conclusion of the fellowship, the student reenters the LCOM Vermont Integrated Curriculum (VIC), joining the next graduating class.

The student fellows receive a stipend and have student loans deferred during the fellowship year. The tuition at the UVM Graduate College is paid for by the Department of Pathology.

For more information refer to the Department of Pathology and Laboratory Medicine’s Pathology Medical Student Fellowship webpage.**

Applicability of the Policy

Clerkship and Advanced Integration Level Students

Related Larner College of Medicine Policies

Related University of Vermont Policies

Not Applicable

Related Liaison Committee on Medical Education (LCME) Standard(s)

  • 6.5 Elective Opportunities

  • 9.9 Student Advancement and Appeal Process

History

  • 7/16/2013 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 12/8/2015 Policy Revised [Medical Curriculum Committee]

  • 3/17/2020 Reformatted [Medical Curriculum Committee]

  • 9/20/2022 Policy Revised [Medical Curriculum Committee]

  • 9/17/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Associate/Assistant Dean for Students (Pathology and Laboratory Medicine Department)

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Policy 1040.10 | Medical Student Data Requests
Body

Policy Statement

The purpose of this policy is to manage requests for medical student educational data in a manner that protects learner confidentiality and adheres to directives regarding education data.

The Robert Larner, M.D. College of Medicine wishes to ensure confidentiality standards and respect the privacy of all learners in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA) and in compliance with the University of Vermont FERPA Rights Disclosure Policy. **

All requests for medical student data must designate a UVM faculty member to serve as a sponsor who agrees to oversee the project, regardless of Institutional Review Board (IRB) review requirements. Requests must be approved by the Medical Education Research Review Group.

Policy Elaboration

Definitions

For the purpose of educational data requests, data are classified into the following categories:

Learner Demographics: Includes descriptive data about learners (e.g., year in program, graduation data, age, Underrepresented Minority/Underrepresented in Medicine (URM/UIM) status, undergraduate institutions, etc.)

Learner Performance: Includes learner academic achievement prior to, during, and post training (e.g., admission data, internal and external examination scores, assessment of learner performance, learners’ summative portfolios, residency/fellowship director’s rating of intern performance.)

Program Performance: Data on satisfaction with the curriculum, programs, and faculty/non-faculty teaching (e.g., program, course, and faculty evaluations, Association of American Medical Colleges (AAMC) Graduation Questionnaire data, Accreditation Council for Graduate Medical Education (ACGME) annual surveys) and data from surveys and research conducted by LCOM faculty and learners that are not a part of routine program evaluation.

Learning Assessments: Examinations, quizzes, cases, Objective Structured Clinical Examinations (OSCE), Readiness Assurance Tests (iRAT and gRAT), laboratory practicals, and any other assessment of learning.

This policy pertains to data in the learner demographics, learner performance, program performance, and assessment of learning categories collected and managed by the Office of Medical Education (OME). It does not pertain to any data collected by students that are voluntarily provided by students.

Procedures

For UVM Faculty requests: The UVM faculty member sponsor requests the data. The UVM Non-Faculty Researcher Requirement defines non-faculty researchers.** The Medical Education Research Review Group will review the request. Due to the importance of maintaining confidentiality, the group may restrict access to datasets that include any identifiable or potentially identifiable learner demographic and/or performance data. If the Group approves the request, de-identification or efforts to code data will be completed or arranged by the LCOM Director of Evaluation and Assessment prior to release of the dataset to the UVM faculty member sponsor.

 For all other requests:

Identify a UVM faculty member sponsor. Refer to procedure above for UVM Faculty.

All policies and procedures must be followed, including but not limited to Institutional Review Board (IRB) approval, familiarity with FERPA policy, applying for access to the data (which may be approved or denied), and if approved, signing a Medical Education Data Use Memorandum of Understanding (MOU.)

Applicability of the Policy

All Researchers

Related Larner College of Medicine Policies

Not Applicable

Related University of Vermont Policies and Procedures

Liaison Committee on Medical Education (LCME) Standard(s)

  • 3.2 Community of Scholars/Research Opportunities

  • 7.3 Scientific Method/Clinical/Translational Research

History

  • 12/18/2018 Policy Adopted/Affirmed [Medical Curriculum Committee]

  • 8/20/2019 Policy Revised [Medical Curriculum Committee]

  • 12/17/2019 Hyperlinks updated (UVM migration) [Medical Curriculum Committee]

  • 6/16/2020 Policy Edited [Medical Curriculum Committee]

  • 7/19/2022 Policy Edited [Medical Curriculum Committee]

  • 06/18/2024 Policy Revised [Medical Curriculum Committee]

Policy Oversight

Assistant Dean for Medical Education (Director of Curriculum Evaluation and Assessment)

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University of Vermont (UVM) Policies

University of Vermont (UVM) Policies
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UVM Policies

All Policies (A-Z)

All Policies (A-Z)
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Policies, Procedures, Guidelines, Rules and Regulations

This online publication contains the most current information available. However, this is neither a contract nor an offer to enter into a contract. The Robert Larner, M.D. College of Medicine at The University of Vermont reserves the right to modify, deviate from, or make exceptions to the provisions of the Handbook at any time, and to apply any such modifications, or make such deviation or exception applicable, to any student, without regard to date of application, admission, or enrollment. The Larner College of Medicine reserves the right to interpret the meaning of all rules and regulations and make the final decision in all cases. Every student is responsible for knowledge of the regulations and information contained in this Student Handbook, as well as for changes promulgated by the Larner College of Medicine as addenda to this Handbook. This website supersedes all previous editions of the Student Handbook.