Academic Progression Policy

ARC-PA 5thEdition Standards A3.15a-d

Effective: 6/15/2023

Purpose

This policy aims to provide students with a framework for monitoring and managing academic progression and disciplinary actions, as administered by the PA Student Progress Committee (SPC), at the UNR Med Physician Assistant Studies Program.

This policy is designed to guide procedural rights and actions when a student is determined to have failed to meet program-defined cognitive, academic, or behavioral standards as outlined in policies and the UNR Med PA Studies Program Student Handbook. This policy ensures that students receive fair and impartial consideration in such matters. Failure to adhere to the program, UNR Med, and/or UNR expectations or policies may result in remediation, academic monitoring, academic probation, deceleration, and/or dismissal. Probation and dismissal are not considered progressive steps in this policy. Probation and/or dismissal may occur if the student engages in "Prohibited Conduct" as outlined in Title 2, Section 10.2.1 of the NSHE Code (or any successor section of the NSHE Code defining "prohibited conduct"). Probation and/or dismissal may also occur at any time a student is determined to have failed to meet cognitive, academic, or behavioral standards outlined in the Essential Functions (Technical Standards), PA Academic Dishonesty (Integrity) Policy, this Academic Progression Policy and the PA Professional Standards of Conduct Policy.

Academic Progression

Academic Progression is a term used by the UNR Med PA Studies Program that means a student is maintaining a satisfactory level of academic achievement in each course, semester, and throughout the program, such that they will meet expected graduate competencies, take the Physician Assistant National Certification Examination (PANCE), and enter clinical practice as a physician assistant.

The UNR Med PA Studies Student Progress Committee (SPC) assesses student academic, behavioral, and professional progress. The SPC (defined below) will regularly review all aspects of a student's contribution to the program and overall academic progress on a periodic and continuous basis. Academic progression in the didactic phase of the UNR Med PA Studies Program depends on passing each required course in the semester before advancing to the next semester. In the clinical phase, clerkships are not dependent upon each other for progression; this allows for flexibility in specific disciplines and, if approved, delay in starting a clerkship due to hardship or a designated remediation plan. (ARC-PA 5th A3.15b) The student is responsible for understanding the financial aid implications of academic progress. Students must meet Satisfactory Academic Progress (SAP) standards to be eligible for financial aid. The Office of Student Financial Aid & Scholarship at UNR has established guidelines (based on federal regulations) for re-evaluating student progress.

PA Student Progress Committee (SPC)

The SPC comprises faculty members from the PA Studies Program and may include other University of Nevada, Reno faculty members. This committee is charged with regular and consistent monitoring of all PA students, both academically and professionally, throughout their time in the program. Pursuant to this policy, the SPC is also the PA Program's disciplinary committee. The committee reviews students identified as "at risk" or needing special attention or resources to support their academic or professional progress. This may include conduct violations, remediation, academic monitoring, or probation (definitions below). The SPC may review and discuss all student educational records with appropriate faculty members and/or preceptors in determining an appropriate course of action for students under review. The SPC may act to protect the students, community, or institution at any time.

Request for Student to Appear Before the SPC

  1. The SPC may request a student's appearance at an SPC meeting. This notification will be in writing and transmitted in person or through official UNR email. In this communication, the student will be notified of the topic of discussion, the proposed action, and the reason for the proposed action. The meeting shall occur within fifteen (15) business days after the student receives the notice. The student may refuse to appear; they may submit evidence on their behalf. If the student chooses not to appear, this action will not be a factor in the decision of the SPC. However, it will limit the student's ability to represent themselves.
  2. The student may request a representative to accompany them and be present at the meeting as support. Students must submit a request to the Chair(s) to have a representative present. Meetings will not be rescheduled to accommodate a representative to be present. The representative's participation is limited to advising the student and will not be allowed to speak to the committee.
  3. Prior to the SPC meeting, the student may inspect their UNR Med PA Studies Program academic file, excluding any contents the student has waived their right to review.
  4. Per the Student Record Policy, a student may request a copy of their academic file, excluding those matters mentioned above, at their expense.

SPC Meeting Process

The Chair(s) shall preside over the meeting, maintain order, and determine the relevancy of the information presented to the SPC. The contents of the meeting are to be closed and confidential except as required by law or called by witness in litigation. Students and/or representatives present may not use recording devices during the meeting. The Chair(s) of the SPC may request the presence of legal counsel at any time to provide advice to the SPC. The student may be present only for that section that requires appearance and discussion and may not remain during deliberations of the SPC. Witnesses invited by the Chair(s) to provide statements or clarify the situation may only be present while providing their testimony.

Notification of Outcomes

After the review and, if appropriate, interview with the student, the committee will recommend actions that may include continued monitoring, development of a remediation plan, probation, or dismissal from the program. These definitions are listed below in this document. The SPC Chair(s) will communicate the committee's requirements directly to the student within fifteen (15) business days of the close of the meeting. The decision of the SPC is final and binding on all issues unless the student submits an appeal.

Appeal Process

The student may appeal to the program director about the SPC decision. The student will continue to be enrolled in the PA program during the time of the appeal and, if the student has provided written notice of appeal, pending the program director's decision. Failure to appeal within the time limit and protocol outlined in this section renders the decision of the SPC final and binding as to all issues. Students may be guided through this process by contacting the Chair of the SPC.

The appeal process commences using the following process:

  1. The notice of appeal must be in writing and received by the program director within five (5) business days of the date the SPC's written decision was issued.
  2. Within five (5) business days from the date of the notice of appeal, the following materials will be submitted to the program director by the Chair(s) of the SPC and the student, where appropriate:
    • All materials considered by the SPC during the meeting, including the record of the applicable proceedings.
    • The Chair of the SPC and the student shall each submit a written statement of issues to be considered by the program director.
    • The SPC may submit a written summary in support of its decision.
  1. Written statements or summaries may not exceed five (5) pages unless the program director approves a request to exceed this page limitation. The program director will provide a written decision to the student's appeal within ten (10) business days from the submission of materials.
  2. The student may appeal the program director's decision to the Dean of UNR Med. The notice of appeal must be in writing and received by the UNR Med Dean's office within five (5) business days of the date the program director's written decision was issued.

The student will continue to be enrolled in the PA program during the time of the appeal and, if the student has provided written notice of appeal, pending the decision of the Dean. Failure to appeal within this section's time limit and protocol renders the program director's decision final and binding on all issues. Students may be guided through this process by contacting the Chair of the SPC.

Academic Monitoring Status

Academic Monitoring is a term used by the UNR Med PA Studies Program when a student's performance is not meeting the expectations supported by the curriculum and policies of the program. Academic Monitoring is not part of the student's official academic record. A student placed on academic monitoring will appear before the SPC.

A student may be placed on monitoring status for academic and/or behavioral/professional reasons. The SPC will review students' performance at regular intervals while on academic monitoring status. Additionally, the terms of monitoring will be placed in the student file.

Summary of Criteria for Placement on Academic Monitoring

A student will be placed on Academic Monitoring status if any of the following occur:

  • The student fails (<70%) two (2) exams in any one (1) course in the same semester in the didactic phase. 
  • The student fails three (3) exams in one (1) semester during the didactic phase.
  • The student fails two (2) End of Rotation Examinations during the clinical phase.
  • The student fails to adhere to the PA Professional Standards of Conduct Policy.

The SPC may consider placing a student on Academic Monitoring status for the following:

  • An identified pattern of academic risk.
  • The student's cumulative GPA is in danger of falling below 3.0.
  • Failure to adhere to any program policies and procedures defined in the UNR Med PA Studies Program Student Handbook.

Academic Probation

Academic probation ("Probation") is an academic status designed to alert students that their academic, professional, or behavioral performance fails to meet minimum standards, placing them at risk for program dismissal. The performance and progress of students on Probation will be reviewed by the SPC monthly and after each semester. The terms of Probation will be documented in the student's official academic record, and may be reportable to professional state licensing boards. If a student exceeds a total of two semesters on Probation, they will be recommended for dismissal.

Criteria for Placement on Academic Probation (any one of the following)

  • The student's cumulative GPA falls below 3.0.
  • Failure to adhere to the program, UNR Med, and/or UNR policies.
  • Engagement in "Prohibited Conduct" as outlined in Section 10.2.1 of the NSHE Code (or any successor section of the NSHE Code defining "prohibited conduct").
  • Failure to meet cognitive, academic, or behavioral standards outlined in the Essential Functions (Technical Standards).
  • Failure of four (4) End of Rotation (EOR) exams.
  • Failure of one (1) course in the Clinical Phase.

Student Restrictions while on Probation

Students on Probation are not permitted to serve in elected leadership positions, participate in admissions applicant interviews, and may be subject to additional restrictions as determined by the SPC. Students on Probation are not considered to be in "good academic standing." Students may not graduate while on Probation.

Remediation

Remediation is the opportunity to correct unsatisfactory performance, progress, and/or professional conduct. The SPC may offer a remediation plan to further assess/evaluate a student and to support the student in meeting the course's learning objectives. Remediation may also begin when a student is placed on Academic Monitoring or Probation.  Remediation is not automatic or guaranteed.

A Remediation Plan is designed to notify faculty and learners of program expectations established to provide the greatest opportunity to achieve success in meeting a course's learning outcomes when an initial assessment attempt indicates the student has been unsuccessful. The Director of Curriculum will develop the plan with the assistance of the course director. The plan will be presented and reviewed by the SPC. The components of the plan will include 1) the required activities, assignments, and assessments to be completed; 2) the final date of submission of materials in support of the remediation plan; and 3) the signatures of the students and the faculty reviewer or SPC Chair(s). Failure to fulfill all the terms of a remediation plan may result in dismissal from the program. (ARC-PA 5thA3.15c)

Decelerated students who fail a course will not be offered course remediation. Please refer to Deceleration Policy. (ARC-PA 5th A3.15c)

Deceleration Withdrawal

Students must submit written notification to the program director if they voluntarily withdraw from the program. The date the program receives the written withdrawal notification becomes the official withdrawal date. (ARC-PA 5th A3.15d)

Dismissal

Board of Regents (BOR) Handbook Title 2, Chapter 11 governs dismissals. Program Dismissal Procedures are available in Title 2, Chapter 11 of the BOR Handbook.

In summary, the SPC may recommend dismissal in the following cases:

  • Meeting criteria to be placed on Academic Probation for a third semester at any time in the program.
  • Failure of one (1) course during the didactic phase.
  • Failure of two (2) courses during the clinical phase.
  • Failure of five (5) End of Rotation (EOR) exams
  • Violation of the Professional Standards of Conduct Policy.
  • Violation of the Academic Dishonesty (Integrity) Policy.
  • Failure to meet the terms of the reentry plan or to maintain the standards outlined in the reentry plan while decelerated.

Readmission

A student dismissed from the UNR Med PA Studies Program will not be granted readmission. (ARC-PA 5th A3.15d)

Program Completion

The maximum time to complete the UNR Med PA Studies Program is four (4) years from initial matriculation. (ARC-PA 5th A3.15b)

Grading

Minimum Grade Point Average (GPA)

Students must maintain a GPA of 3.0 (passing for pass/fail courses) or above to continue in "Good Standing" in the PA Studies Program. However, students must have a cumulative GPA of 3.0 to be eligible to graduate. Students with a cumulative grade point average in the PA Studies Program below 3.0 will be placed on Academic Probation by the University and the SPC. (ARC-PA 5th A3.15a)

Letter Grade Grade Point Percentage
A 4.0 90-100%
B 3.0 80-89%
C 2.0 70-79%
F 0 <70%

Pass/Fail - PAS 600-Anatomy, PAS 610-Physiology, and PAS-620 Basic Science in Clinical Medicine are graded Pass/Fail.

Incomplete Course and/or Grades

The course director may issue an Incomplete ("I") when the required assignments and activities are not completed by the end of the course. An "I" mark is excluded from the grade-point average computation. Students must complete the course work by the end of the next regular semester, Fall or Spring, to be issued a grade, or it will be recorded as an "F" or "Fail".

During the clinical phase, a student can have one (1) "Incomplete Course" on record and still be able to enroll in another course.

Program Progression

Didactic Phase Progression

Failure of an examination or course grade is defined as achieving below 70% or Fail (See Grading). Violating the Academic Dishonesty (Integrity) Policy may result in failure of the examination/assignment and will require the student to meet with the SPC.

Didactic Phase Examination Failures

  1. Failure of an examination in one (1) course:
    • A notification is sent to the student from the course director, and a copy is sent to the student's advisor.
      The student must meet with their advisor.
    • The student must meet with the course director.
    • The student must meet with the Student Success Coach.
      If the exam counts for ≥ 50% of the course grade, the student may be required to meet with the SPC.
  2. Failure of two (2) examinations in one (1) course:
    • A notification is sent to the student from the course director, and a copy is sent to the student's advisor.
    • The student must meet with their advisor.
    • The student must meet with the course director.
    • The student will meet with the Student Success Coach.
    • The student is required to meet with the SPC and will be placed on Academic Monitoring.
  3. Failure of three (3) examinations in any combination of courses within one (1) semester:
    • A notification is sent to the student from the course director, and a copy is sent to the student's advisor.
    • The student must meet with their advisor.
    • The student must meet with the course director.
    • The student will meet with the Student Success Coach.
    • The student is required to meet with the SPC and will be placed on Academic Monitoring.

Students at Risk for Failing to Meet Didactic Course Requirements

Students at risk for failing to meet didactic course requirements may be offered remediation. (Decelerated students who fail a course will not be offered course remediation. Please refer to the  Deceleration Policy).

  • The student will be placed on Academic Monitoring status.
  • The student's initial course grade will be "I" incomplete.
  • The student must meet with the SPC to develop a Remediation Plan outlining the steps for successful course remediation.
  • Course remediation may be offered a maximum of two (2) times during the didactic phase.
  • Failure of remediation is grounds for program dismissal.

Clincal Phase Progression

Failure of an End of Rotation (EOR) examination or course grade is defined as achieving below 70% or Fail (See Grading). Violating the Academic Dishonesty (Integrity) Policy may result in failure of the examination/assignment and will require the student to meet with the SPC. Students must pass the EOR examination to pass a core clerkship course.

End of Rotation Examination (EOR exam) Failures

  1. Failure of one (1) EOR exam
    • The course director notifies the student in writing of the failure, and a copy is sent to the student's advisor.
    • The student must meet with their advisor.
    • The student will be offered a retest (one [1] time) of the initial EOR failure within thirty (30) days. The student will be required to come to campus to take the retest.
    • The student will not receive a grade or will be given an "I" incomplete grade for that course until a successful retest is completed.
    • Passing the retest will result in a grade of "Pass" for the examination.
    • Failure of the retest will result in a course failure, requiring a repeat of the course.
  2. Failure of up to three (2-3) EOR exams
    • The course director notifies the student in writing of the failure, and a copy is sent to the student's advisor.
    • The student must meet with their advisor.
    • The student will meet with the SPC and be placed on Academic Monitoring Status.
    • The student will be offered a retest (one [1] time) of the initial EOR failure within thirty (30) days. The student will be required to come to campus to take the retest.
    • The student will not receive a grade or will be given an "I" incomplete grade for that course until a successful retest is completed.
    • Passing the retest will result in a grade of "Pass" for the examination.
    • Failure of the retest will result in a course failure, requiring a repeat of the course.
  3. Failure of four (4) EOR exams (total at any time in the clinical phase, including retests).
    • The course director notifies the student in writing of the failure, and a copy is sent to the student's advisor.
    • The student must meet with their advisor.
    • The student will meet with the SPC and be placed on Academic Probation.
    • The SPC will inform the student of a recommendation for dismissal from the program if the fourth failure results in a second course failure.
  4. Failure of five (5) EOR exams (total at any time in the clinical phase, including retests) meets the criteria for a recommendation for dismissal.

Preceptor Evaluation of Student Performance Failures

Preceptors are required to evaluate student performance during a clerkship. This gives the program feedback regarding student achievement of learning outcomes and program graduate competencies. A student evaluation by a preceptor must be 70% or greater to pass the clerkship. The following will occur if the preceptor evaluation falls below 70%:

  • The student will meet with the SPC to discuss the circumstances surrounding the failing grade.
  • The SPC will determine if remediation will be offered.
  • The SPC will determine the student's disposition in the program based on all available information in the educational record and an interview with the student. If remediation is offered, the student will receive a grade of "I" until the course is remediated successfully. This may result in the delay of program progression and/or graduation.

Failure to meet Clinical Clerkship requirements resulting in course failure

Students who fail to meet clinical course requirements may be offered remediation. (Decelerated students who fail a course will not be offered course remediation. Please refer to the Deceleration Policy). Remediation may be offered when:

  • A student earns less than 70% on a remediated End of Rotation (EOR) examination for a clerkship course.

OR

  • A student earns less than 70% on the Preceptor Evaluation of Student Performance for a clerkship course.

If a student fails to meet the remediation requirements set forth by the SPC for a clinical clerkship resulting in a course failure, the following will occur:

  • The student's initial course grade will be "I" incomplete.
  • The student will repeat the failed clerkship course.
  • Course remediation may be offered a maximum of two (2) times during the clinical phase.
  • Failure of remediation is grounds for program dismissal.

Dismissal from a Clinical Site

If a student is asked/told to leave a clerkship assignment and/or site by the preceptor or administrator of a facility for the remainder of the clerkship, the student must immediately notify the Course Director and/or Director of Curriculum or designee in person or by telephone. If the Course Director and/or Director of Curriculum is notified by the preceptor or administrative staff from the site that the student will not be welcomed back to complete their assigned clinical experience for academic, professional, or behavioral reasons, the student will be required to meet with the SPC. The SPC will determine the disposition and progression of the student within the program.

Failure to Meet Passing Criteria of a Clerkship (Course)

A student who initially fails to meet the requirements to pass a Clerkship for any reason will automatically be placed on Academic Monitoring Status and may be placed on Academic Probation.

Additionally:

  • A grade of Incomplete "I" will be recorded on the transcript.
  • The student must meet with the SPC.
  • The SPC will complete a full review of the student's overall performance and determine the disposition and progression of the student within the program.

Grade Challenge/Appeal

Examination/Evaluation Challenge

A student with a test question challenge in a graded examination must submit an official challenge form supplied by the program. The forms will be accepted no later than 24 hours after test grades are released. The student must be prepared with at least two (2) peer-reviewed resources to support the alternative answer. The course director will respond to the review request within five (5) business days with a decision. Course directors may choose to meet with the student for further discussion.

Grade Appeal

Grades submitted to the Registrar are considered final. Grade appeals must be processed through the Office of Student Affairs in the PA Program.

Emergency Removal

In the event of professionalism violations, including but not limited to threats to safety, well-being, institutional property, or normal operations, students may be subject to immediate removal from program activities by any faculty or program director. Removal proceedings may be imposed consistent with NSHE Code T2 Chapter 10.4.10 or any successor section of the NSHE Code regarding Emergency Removal. The review process will commence immediately, and a recommendation of dismissal may be decided and communicated to the UNR Med PA Studies Program Director and Dean of UNR Med for review and further action.