Policies and General Procedures

For a more complete set of policies and procedures for the School of Medicine, students should refer to the Student Handbook.

Student Records Policy

In compliance with federal law, the Medical Center has implemented policies and procedures designed to preserve the confidentiality of a student’s academic records. Unless required by law to do so, the Medical Center will not release a student’s records without the student’s written permission. The policies governing release of a student’s academic records, and the circumstances under which such records will be released without the student’s written permission may be obtained from the Registrar’s office.

Examinations and Promotions

In preclinical years, examinations in all courses are held at regularly scheduled periods. Written and/or oral examinations are scheduled in third or fourth-year clerkships. Georgetown employs an Honors, High Pass, Pass and Fail grading system. Elective courses in the first and second years are graded on a Satisfactory/Unsatisfactory basis.

The Committee on Students of the Executive Faculty selects those students demonstrating a consistent record of honors performance to be graduated cum laude, magna cum laude or summa cum laude.

The Committee on Students also reviews the case will of each student who receives Fail grades in any subject and makes decisions according to the following guidelines:

  • Any student receiving a failure in one course is dropped from the rolls of the school. However, at the discretion of the appropriate department chair and the Committee on Students, a student may be given the opportunity of correcting the defect at the end of the academic year, but prior to registration for the following year. A student who fails to satisfactorily correct the deficiency is dropped from the rolls of the school.
  • Any student with two or more failures in one academic year is dropped from the rolls of the school.
  • All courses, including electives, are considered of equivalent value.

The Committee on Students may at its discretion authorize (a) a student who has incurred course failures to retake courses while reclassified as a special student, or (b) a student who has incurred a clerkship failure to perform a remedial clerkship. Only one period of special student status is permitted. A failure in a course retaken as a special student, or a failure in a remedial clerkship results in an automatic permanent drop from the school.

Any student whose work quality, conduct, or physical or mental health renders him or her unqualified to enter the medical profession may be dropped from the rolls of the school at the discretion of the Committee on Students. When such a question is raised, it must be presented in writing to the Dean by a member of the faculty or the student body. The following action is then taken:

  • The Dean or representatives of the Dean discussed the letter with the student.
  • The Dean then presents the matter to the Committee on Students.
  • When indicated, the Committee on Students requires the student to undergo physical and/or psychiatric evaluation by appropriate physicians.
  • The results of these evaluations are made available to the student and referred for action to the Committee on Students.

Students who are in danger of being dropped from the rolls of the school or being denied permission to return from leave may appear before the Committee on Students. Should the Committee decide adversely, the student may appeal through the school’s Committee on Student Appeals.

Leave of Absence

Students may be granted a leave of absence for educational, medical (including maternity), or compelling personal reasons. Requests for leave must be made through one of the Associate Deans to the Committee on Students. Severe physical or mental illness is considered grounds for a required medical leave or absence, which is granted by the Committee on Students.

A student who desires to return from leave must apply in writing through one of the Associate Deans to the Committee on Students. The student must be evaluated academically by the appropriate departments and medically, if deemed appropriate. The information must be made available to the Committee on Students before a request for reinstatement is considered. Accordingly, at least two months before the beginning of the next academic year, a student on leave of absence must apply for reinstatement in the school or request to extend such leave for an additional year. A student who fails to request either option, in accordance with the terms of the leave, is dropped from the rolls of the school.

Under ordinary circumstances, a leave of absence is not extended for more than a second year. If a student is granted an extension for a second year, s/he must again apply and be evaluated for reinstatement at least two months prior to the beginning of the next academic year. Failing to do so will result in being dropped from the rolls of the school.

The Dean or Associate Dean may put a student on emergency administrative leave until the next meeting of the Committee on Students. A student whose behavior arouses serious concern may be required to submit an appropriate immediate laboratory testing. Refusal to undergo these evaluations will result in being dropped from the rolls of the school.

Tuition Refund Policy for Withdrawal or Leave of Absence

A student desiring to withdraw or go on a leave of absence from the School of Medicine must give notice in writing to the Dean or Associate Dean. When the withdrawal or the leave of absence from the school becomes official, credits or refunds for tuition are given at the beginning of each semester in accordance with the following schedule which is in accordance with the 1992 Amendments to the Higher Education Act.

Refund Schedule:

  1. During the first and second week of classes, 100% credit will be issued.
  2. During the third and fourth weeks of classes, 80% credit will be issued.
  3. During the fifth or sixth weeks of classes, 70% credit will be issued.
  4. During the seventh or eighth weeks of classes, 50% credit will be issued.
  5. During the ninth week of classes, 40% credit will be issued.
  6. After the ninth week of classes, NO credit will be issued.

The Deans of the School of Medicine or the Registrar will determine which resolve questions with regard to the above schedule for calculating credits or refunds. Credit or refunds are calculated by semester, not by the quarter, block, or rotation, and are for tuition only (i.e., does not include health insurance and disability insurance).
* Less a $100 processing fee.

Requirements for Graduation

For graduation, students must have: shown good moral character; completed the required work; passed all prescribed examinations; be free from indebtedness to the school; attend financial aid exit interviews if loans were received; and be approved for graduation by the Executive Faculty. Students are required to be present to receive their diplomas unless excused by the Dean.

National Board Examinations: Students are required to take the United States Medical Licensing Examination (USMLE) Step I and have a passing score reported to the School as a Registration Re-entry

Re-entering Students: When students are permitted to return to School from leave of absence or to switch status from regular to special student or vice versa, such permissions are granted on the condition that all prior financial obligations to Georgetown University are paid in full.

Transferring Students: If a student requests a letter of support for a transfer application, recommendations are made on the condition that all prior financial obligations to Georgetown University are paid in full. If the student is not financially clear, the recommender will write to the student (with a copy to the School of application) reminding the student of the necessity to meet the financial obligation.