Policy on Review of Academic Performance and Grade Appeal
Purpose
To ensure transparency, fairness, and due process, Xavier University School of Medicine (XUSOM) provides students with the opportunity to review their academic performance and to appeal examination results or final course/clerkship grades when warranted.
Policy Statement
XUSOM permits medical students to review their academic records and performance in all required courses and clerkship rotations. Students may request clarification, correction of records, or formal review of grades in accordance with established procedures. All processes are conducted in a timely, confidential, and impartial manner.
Procedures
1. Review of Academic Performance
Students may request to review their examination performance, course assessments, or clerkship evaluations by submitting a written request to the appropriate Dean (Dean of Basic Sciences for preclinical courses; Dean of Clinical Sciences for clerkships).
- Requests must be submitted within 45 days of grade release.
- Upon receipt of the request, the Dean (or designee) will schedule a review session within a reasonable timeframe.
- The review may include inspection of answer sheets, performance reports, and evaluator feedback, as applicable.
- For NBME examinations, review is limited to score reports and performance profiles in accordance with NBME policies.
2. Correction of Academic Records
If a student identifies a potential error in academic records, a written request must be submitted specifying the nature of the discrepancy and the proposed correction.
- The relevant faculty member/course chair will verify the concern.
- If validated, corrections will be processed through the Registrar’s Office with appropriate documentation.
3. Grade Appeal Process
Students who believe that a grade has been assigned in error or in a manner inconsistent with stated evaluation criteria may initiate a formal appeal.
- The appeal must be submitted in writing within 10 working days of the grade review.
- The appeal should clearly state the grounds (e.g., calculation error, procedural irregularity, inconsistency with grading rubric).
- The Course or Clerkship chair will conduct an initial review.
- If unresolved, the appeal will be escalated to the respective Dean.
- A final review may be conducted by the Deans, who submit recommendations to CAO, whose decision shall be final.
4. Confidentiality and Fairness
All review and appeal processes are conducted confidentially. Students will not be subject to retaliation for requesting a review or submitting an appeal.
5. Documentation and Record Keeping
All requests, decisions, and actions taken under this policy are documented and maintained by the Office of the Registrar and relevant academic offices.
Policy contact: Dean of Student Affairs