Office of the Registrar
Faculty of Medicine (2011/2012)
9.4 Promotion
  1. The Student Promotions Committee is a standing committee of Faculty Council. The Student Promotions Committee review the grades of all students in each year. On the basis of this review, this Committee decides which students should be promoted to the next year and which students are eligible to graduate. In reaching its decisions the Student Promotions Committee takes into account professional, as well as academic factors, and any special circumstances, duly authenticated, which warrant consideration.

  2. The Student Promotions Committee may require students to pass reassessments or to do remediation with reassessment before being considered for promotion or graduation. Students with a Fail grade in any subject or course cannot be promoted; such students may be required to repeat the entire course or any appropriate section and must pass an appropriate reassessment before a positive promotion 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 an elective, or a selective, is in progress, nor if a student’s full participation in subsequent courses is in any way jeopardized. Any student who passes remediation and reassessment will have their transcript show only a ‘PAS’ grade along with a transcript note reading: “grade awarded in course name and number as a result of successful remediation after a failing grade in subject(s), n of n components of course number'".

  3. A student who consistently receives Borderline or Below Average grades even in the absence of any Fail grades may either be required to repeat the year or required to withdraw conditionally or unconditionally.

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

    1. If a student is required to repeat a year with academic prejudice, his or her performance in the repeated year must be at a level at which no remediation or reassessment is required. If this standard is not met, the Student Promotions Committee requires the student to withdraw unconditionally.

    2. The option to repeat a year with academic prejudice can only be offered to a student once during his/her M.D. program. A student may repeat a year without academic prejudice if it has been demonstrated that the student’s performance has been adversely affected by other factors acceptable to the Student Promotions Committee and duly authenticated.

    3. If the Student Promotions Committee requires a student to withdraw conditionally, the Chair of the Student Promotions Committee reports to the Dean and the Pre-Clerkship or Clerkship Co-ordinator the nature of the conditions to be met and the time period specified for meeting the conditions. The Dean then recommends to the Registrar that the student be required to withdraw from the program. 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 is required to withdraw unconditionally.

    4. If the Student Promotions Committee requires a student to withdraw unconditionally, the Chair of the Student Promotions Committee will report the decision and the basis upon which it was reached to the Dean and the Pre-Clerkship or Clerkship Co-ordinator. The Dean then recommends 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 by the appropriate deadline date to the Admissions Committee in competition with all other applicants.

  5. A student has the right to make a formal appeal against a decision of the Student Promotions Committee. However, this appeal cannot be made on the basis of the grades awarded in individual courses or subjects, 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 Dean. The Dean in consultation with the Office of the Registrar determines whether or not the grounds stated are sufficient to warrant a formal hearing of the appeal.

  6. 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, recommends 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.

  7. 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. Withdrawal at all other times is in accordance with UNIVERSITY REGULATIONS - General Academic Regulations (Undergraduate).

    1. Upon completion of a program 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 Pre-Clerkship or Clerkship Co-ordinator, as appropriate. The student must make a written request for voluntary withdrawal to the Dean who will then consult the appropriate Co-ordinator. In the event that a student wishes to return to medical school, the Dean should ensure that 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.