Office of the Registrar
Faculty of Medicine (2006/2007)
8.3 Promotion
  1. Student Promotions Committees are standing committees of Faculty Council and are composed of the Manager of Student Affairs and faculty members of the Pre-Clerkship or Clerkship Committee. It is the responsibility of a Student Promotions Committee to monitor each student's progress for each year of the undergraduate curriculum on the basis of the grades submitted by course chairpersons.

    1. A Student Promotions Committee will review the results of all course/subject evaluations in any year. On the basis of this review, this Committee will decide which students should be promoted to the next year of studies. In reaching its decisions the Student Promotions Committee will take into account professional, as well as academic factors, and any special circumstances which may warrant consideration.

    2. A Student Promotions Committee may require students to pass additional examinations or to do remedial work before being considered for promotion. Students with a "Fail" grade in any course cannot be promoted; such students may be required to repeat the entire course or any appropriate section and must pass an appropriate evaluation before a positive promotions decision is made. The amount and quality of makeup required of a student is at the discretion of the Student Promotions Committee, but it cannot be undertaken while any other course, including electives or selectives, is in progress, nor if the student's full participation in subsequent courses is in any way jeopardized.

  2. A Student Promotions Committee may decide not to promote students who have shown consistent borderline performances if it is anticipated that performance in the subsequent year would be adversely affected by the unsatisfactory progress.

  3. A student who is deemed by a Student Promotions Committee to be unsuitable for promotion may be required to repeat all or part of the studies in any year, or may be required to withdraw either conditionally or unconditionally.

    1. If a student is required to repeat a year on the grounds of unsatisfactory performance, his or her performance in the repeated year must be at a level at which no remedial work or supplementary evaluation is required. If this standard is not met, a Student Promotions Committee may require the student to withdraw unconditionally.

    2. Normally the option to repeat a year can only be offered to a student once during his/her MD program. This restriction may be waived if it has been demonstrated that the student's performance has been adversely affected by other factors acceptable to a Student Promotions Committee and duly authenticated.

    3. If a Student Promotions Committee requires a student to withdraw conditionally, the Chair of the Pre-Clerkship or Clerkship Committee will report to the Dean of the Faculty of Medicine the nature of the conditions to be met and the time period specified for meeting the conditions. The Dean may then recommend to the Registrar that the student be required to withdraw. Any student who has been required to withdraw conditionally may be readmitted once the conditions have been met. If the conditions are not met within the specified time limit, the student will be required to withdraw unconditionally.

    4. If a Student Promotions Committee requires a student to withdraw unconditionally, the Chair of the Pre-Clerkship or Clerkship Committee will report the decision and the basis upon which it was reached to the Dean of the Faculty of Medicine. The Dean may then recommend to the Registrar that the student be required to withdraw from the program. Any student who is required to withdraw unconditionally and who wishes to re-enter the Faculty must apply to the Admissions Committee in competition with all other applicants by the appropriate deadline date.

  4. A student has the right to make a formal appeal against a decision of a Student Promotions Committee. However, this appeal cannot be made on the basis of the grades awarded in individual courses, as the student will normally have had the opportunity of contesting grades immediately after notification. A formal appeal by a student against the decision of this Committee must be made on grounds other than the grades awarded, e.g., default of procedure. This appeal should be made in writing, clearly stating the basis for the appeal and should be directed in the first instance to the Registrar of the University. The Registrar, in consultation with the Dean, will determine whether or not the grounds stated are sufficient to warrant a formal hearing of the appeal.

  5. In addition to the above clauses, the Faculty of Medicine reserves the right to require a student to withdraw from the program at any time when acceptable cause is demonstrated. In such cases, the Dean, on behalf of the Faculty, shall recommend such withdrawal to the Registrar who will then take appropriate action. Any such action is subject to the right of appeal by the student. An appeal should be made in writing clearly stating the basis for the appeal and should be directed in the first instance to the Registrar of the University. The Registrar, in consultation with the Dean, will determine whether or not the grounds stated are sufficient to warrant a formal hearing of the appeal.

  6. Any student who enters the first year of the medical program but withdraws within the first seven weeks may be permitted re-entry only by re-application to the Admissions Committee in competition with all other applicants by the appropriate deadline date.

    1. Upon completion of an academic year, a student in good academic standing may elect to withdraw temporarily from studies, e.g., to pursue graduate studies after completion of the second year.

    2. Any student may be permitted to withdraw in accordance with UNIVERSITY REGULATIONS - General Academic Regulations (Undergraduate) Withdrawing from the University. In all cases, the intent to withdraw voluntarily should be discussed with the Chair of the Pre-Clerkship Committee or the Clerkship Committee, as appropriate. The student must make a written request for voluntary withdrawal to the Dean who will then consult with the appropriate Committee Chair. In the event that a student wishes to return to medical school, the Dean should ensure that the sufficient revision and preparatory work are undertaken before the student is permitted to resume medical studies.

    3. Students permitted to withdraw are advised of the date upon which they are required to resume medical studies. In the absence of good cause, any such student who does not resume studies on the specified date will be deemed to have left the program.