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Academic Information and Policies

Outlined below are some of Ross University's academic policies on student registration, evaluation, promotion, and related matters. Students are advised to consult the latest edition of the Student Handbook (which includes the Honor Code), the Student Policy on Alcohol & Other Drugs, and the Clinical Student Evaluation take note of faculty announcements in each course.

Registration

All students (new and continuing) enrolled in the Basic Science segment must register in person, on the campus, during the scheduled registration period. No unregistered student will be admitted to classes. Students who register after the first day of class will be considered as having registered late, and subject to a late registration fee. Please refer to the student handbook for the current fee.

Students in the Clinical Science segment register through the Office of the Dean of Clinical Sciences.

Promotions Committee

All academic matters, including grades, grading policies, and probationary standing while students are enrolled in the Basic Science Segment are within the purview of the School of Medicine's Promotions Committee. This is a faculty committee whose recommendations are transmitted to the Executive Dean. The decision of the Executive Dean, after consultation with the Promotions Committee, is final.

Evaluation and Grades

Courses in the Basic Science Segment are graded Pass, A, B, C, or F. The passing grade in all courses in the Segment is B; C is marginally passing, and F is a failing grade. Students should aim to maintain a B average or better during the Basic Science Segment. This predicts high passing rates and high scores on the USMLE Step 1.

During the Clinical Science Segment, students are evaluated on a scale of 1 to 5, where 1 is failing, and 5 is excellent. Evaluations during the Clinical Science Segment include an assessment not only of the student's knowledge and ability to apply it to clinical problems, but also of those characteristics considered desirable in a good physician. These characteristics include problem-solving ability; reliability; sound judgement; interpersonal relations with peers, patients, and staff; professional skills (history taking and patient examination); and motivation. At the conclusion of each core clerkship, a final exam is given on the hospital training site.

Examinations

Examinations serve to monitor the progress of students and to evaluate the quality of instruction. Examinations are considered to be an integral part of the learning process and, as such, are designed to emphasize important concepts and to develop problem-solving abilities. Ross University is authorized by the National Board of Medical Examiners to provide students with both subject specific and comprehensive shelf examinations. Regulations governing examinations are found in the Student Handbook.

A student found guilty of violating the Honor Code is subject to Dismissal after review by the Grievance Committee of Ross University School of Medicine.

Monitoring of Student Progress

At appropriate points in the educational process, the faculty reviews the progress of each student in order to identify any academic difficulties that may exist or are developing. To be in good standing, students in the Basic Science and Clinical Science Segments must comply with all academic rules and regulations, and remain current in financial obligations.

After the successful completion of the Basic Science Segment, students must take and pass the NBME Basic Sciences Comprehensive Examination in Dominica before they can be certified to take the USMLE Step 1. This is first offered at the end of the fourth semester. Students must pass the Comprehensive Exam in no more than a total of three trials (taken in successive semesters) and within a year after completing the Basic Science segment.

Students who are certified to take the USMLE Step 1, must register and take it within five months after they become eligible. Ross University policies provide that students must pass the USMLE in no more than three trials, and within a year of becoming eligible.

Students who have successfully completed the fourth semester but have not yet passed the Comprehensive Exam and/or the USMLE Step 1, may be permitted to continue into the AICM clinical segment; they cannot proceed into the core or elective clinical clerkships.

Students are required to pass the USMLE Step 2 and the Clinical Skills Assessment (CSA) examinations to be eligible to receive the M.D. degree from Ross University School of Medicine.

USMLE regulations require that to be eligible to take the USMLE Step 2, students must be within one year of graduation. For U.S. medical school students, this corresponds to after the end of their third year when they take this examination. For Ross University students completing a total of 90 weeks of clinical training, eligibility to take the USMLE Step 2 cannot be granted under these regulations until they have completed all but 45 weeks of their clinical training. Current Ross University policy provides that to be eligible to take the USMLE Step 2, Ross University students must have completed 48 weeks of clinical training (including the 9 weeks of the AICM segment) which must include the majority of core clinical clerkships, including Internal Medicine.

Ross University students from previous classes (prior to the AICM segment) who are on a 75-week clinical segment must have completed at least 36 weeks of core clinical clerkships, including Internal Medicine, in order to be eligible to be certified to take the USMLE Step II. Currently, for all students, it is possible to take the CSA before passing the USMLE Step II, but it is not advisable to do so before completing at least 36 weeks of clinical training including the Internal Medicine clerkship.

Students are required to adhere to the "Good Standing and Satisfactory Progress" standards described in full in the Student Handbook. Satisfactory Academic Progress is defined as an acceptable level of performance in meeting degree requirements within specified time periods. It is used in both academic evaluation and in determination of financial aid eligibility. Satisfactory Academic Progress requires completion of the Basic Science portion of the curriculum in six semesters or less, and completion of the Clinical Science portion in no more than 120 weeks of attendance. Students must complete the entire Doctor of Medicine program in no more than 210 weeks (4 calendar years) of enrollment. There are also limits on the total time that each segment must be completed by, including all periods of absences (see Student Handbook).

Class Attendance

Students are expected to attend all classes. Attendance is mandatory for all laboratory sessions, case studies/problem-based learning conferences and the "Introduction to Clinical " course in the Basic Science Segment. Daily attendance is also mandatory in all clinical clerkships.

Probation

Students are placed on Academic Probation if they fail to maintain the academic requirements of Ross University. This applies to students who fail any course and are permitted by the Promotions Committee to repeat it.

Students on probation are also placed on financial aid probation for one semester. During this probationary semester, students may obtain financial aid. If they are not removed from probationary status the following semester, they will be ineligible to obtain any financial aid. Additional information regarding financial aid eligibility is provided in the University publication, Ways & Means of Financial Aid.

Appeals Process

Students may appeal final grades and decisions affecting their promotion. The process for such appeals is outlined in the Student Handbook.

Faculty Advisors

A faculty advisor is assigned to each student on first enrollment. Students are encouraged to contact their advisors for counseling on academic or other School issues.

Emergency Absences, Vacation, and Academic Leaves of Absence

The School of Medicine curriculum is designed to be a series of integrated, consecutively scheduled learning experiences. Interruptions of the educational program are academically undesirable and are of concern to medical licensure boards; they can also affect financial aid. Emergency absences are granted only under extraordinary and well-documented circumstances. See the Student Handbook for complete information on the policies.

During the clinical semesters, students must also abide by the policies and procedures of the institutions they are attending. Short breaks due to scheduling constraints may occur. Such breaks due to scheduling issues, provided they do not exceed four weeks, have no impact on the student's enrollment status. (Consult the Financial Aid Office publication, Ways & Means of Financial Aid, for information about loan disbursements in the event of longer gaps.)

Emergency Absences

Students may have unavoidable non-academic reasons for interrupting their enrollment during a semester. With the approval of the Executive Dean, a student may be granted a brief emergency absence.

Students who find it impossible to return from an emergency absence must request an academic leave of absence, if applicable (ALOA, see below). Failure to request an ALOA will result in administrative withdrawal (ADW, see below) and the student must apply for re-admission.

Vacation

A 6-week vacation is available during the 81 weeks of clinical clerkships.

Academic Leave of Absence (ALOA)

Students who need a longer break between semesters than those scheduled, for personal reasons, may request an ALOA for personal reasons that do not meet the requirements for an emergency absence. An ALOA must be requested in writing, can only be taken at certain points (at the end of a semester or clinical clerkship) during the student's academic tenure, must be approved by the Executive Dean or Dean of Clinical Sciences, and submitted to and processed by the University Registrar. Students who do not return from an ALOA at the specified time will be administratively withdrawn, effective at the start of the ALOA period.

Unauthorized Leaves

With the exception of approved emergency absences as outlined above, students may not leave during a semester or a scheduled clinical clerkship. Those who do so will be administratively withdrawn (see below). Students wishing to return to the School after an unauthorized leave must re-apply for admission.

Withdrawals

Students who have been withdrawn (by student or administrative action) must apply for readmission or reinstatement if they wish to return to the School. Such readmission or reinstatement must be reviewed by the Promotions Committee and is not guaranteed. They will be subject to all academic policies and tuition and fees then in effect, without any "grandfathering" provisions based on their original admission.

Student Withdrawals

Students may not withdraw from any course during a semester; they must withdraw completely from the School. Such students will receive W, WP, or WF on their transcripts, depending on whether they were passing or failing a course at the time of their withdrawal, as specified under the "Student Grading and Promotions Policies" section of the Student Handbook. The same grading policies apply to students who do not formally withdraw, but fail to attend classes and/or laboratories during a semester, and are therefore withdrawn administratively.

Administrative Withdrawals

An administrative withdrawal is entered in the student's records by the University Registrar when students leave without receiving approval from the School, fail to return to the school at the time specified, or do not register at the time designated. All students who are administratively withdrawn must be reported as withdrawn effective as of the last date they attended classes.

Deferrals

Prior to the start of classes, students admitted to a specific semester may request to defer their admission to a subsequent semester. There is no guarantee that a request for a deferral will be granted. There should be a very specific reason for making such a request. If a deferral is approved, it is limited to no more than the next two semesters. Those who do not begin enrollment during that period are considered to have deactivated their applications and must re-apply for admission. Applications for deferrals must be made to the Admissions Office. Students deferring to a future semester must meet all the requirements in effect for that semester.

Students who are admitted for a given semester, but do not come to the Campus to register for that semester, and do not request a deferral, are considered to have deactivated their applications and must re-apply for admission.

Dismissal

Students may be dismissed from the School for poor academic performance, violation of the Honor Code, and/or for disruptive or unprofessional behavior. As a general School policy, students who are dismissed will not be considered for re-admission. A process for appeal is available to dismissed students.

Professional Conduct, Ethics

Ross University School of Medicine expects its students to adhere to the highest standards of ethical and professional behavior in every aspect of their lives, as they are expected to do as medical professionals. Medical students must demonstrate professional behavior that would be expected of a physician.

Students must conduct all aspects of their lives with honesty, integrity, and respect for others. An Honor Code has been adopted by the students. Each student is bound by its provisions and required to sign a written acknowledgement of receipt. Documented failure to do so will result in disciplinary action, including dismissal from the School.

Cheating (whether on examinations or with laboratory data), undisclosed knowledge of cheating, stealing (whether from the School or from fellow students), and plagiarism will not be tolerated and can lead to expulsion from the school.

Disciplinary Actions

Ross University may implement a variety of disciplinary actions for non-academic infractions such as, but not limited to: theft, vandalism, assault, drug use, animal neglect, or any blatant disregard for school policies, faculty or administrative authority, or professional ethics. These actions are verbal reprimand, letter of reprimand, restitution, suspension, and expulsion.

Students have the right to appeal all non-academic disciplinary actions to the President of Ross University. See the Student Handbook for additional information.

Grievances

All students and faculty members have the right to present grievances to the Grievance Committee.

The Grievance Committee is the investigative and judicial arm of the Executive Dean's Office, and its authority is derived from that office. The Grievance Committee has authority over all matters referred by the Dean, Associate Deans, Student Government Association, or any individual student or faculty member, involving, but not limited to, violations of the professional conduct standards.

Sexual Harassment

Sexual harassment undermines the character and purpose of the University. Sexual harassment is subject to disciplinary action with the University community. Charges of sexual harassment can be filed by following the University’s established grievance procedures for students, faculty, and staff.

Honor Code

The Student Government Association of the School of Medicine adopted an Honor Code whose jurisdiction extends to all students. This Code is based on principles of medical ethics and the Hippocratic Oath. The purpose of the Code is to foster habits of honesty and morality, which graduates will then carry with them into their professional lives. The Honor Code is fully set forth in the Student Handbook. Each student is required to sign a written acknowledgement of receipt of the Honor Code.

Student Policy on Alcohol and Other Drugs

Ross University has developed a Student Policy on Alcohol and Other Drugs, with which all students must comply.

Degree Requirements

In order to be eligible to receive the degree Doctor of Medicine from Ross University School of Medicine, a student must have met the following requirements:

Successful completion of all courses in the Basic Science Curriculum, including passing the NBME Basic Sciences Comprehensive Examination.

Successful completion of all courses and clerkships in the Clinical Science Curriculum. The core and elective clerkships as specified by the Dean of the Clinical Sciences, and taken in approved hospitals.

Passing Steps 1 and 2 of the USMLE, and the CSA.

Payment of all fees and charges owed to the University.

Completion of a review of academic documents, as well as academic and financial aid exit interview.

Transcript Requests

Official transcripts are available only from the Registrar. Students may obtain a transcript request form from the Registrar. The Campus Registrar will forward requests to the Registrar in New Jersey. Requests cannot be taken over the telephone or via e-mail. Students in the Basic Science Segment will receive a student copy of their transcript when received in Dominica. Transcripts are not released until all financial obligations to the University have been met.

Student Loan Deferment Process

If you have previously attended another school and received financial aid in the form of student loans, and wish to defer repayment of your student loans using a form from your lender, follow the instructions on Student Loan Deferment Processes

Commencement

The Commencement ceremony is held once each year; however; there are four graduation dates at which students may obtain their diplomas. Diplomas will not be released unless all outstanding balances, administrative documents, clinical evaluations, and scores from Steps 1 and 2 of the USMLE, and the CSA, have been received.