Academic Evaluation and Progress
I. Grading
A Pass (P), Fail (F) grading system is in place for the didactic portion of the curriculum.
If a student has not completed all course work by the time final grades must be submitted, the student may receive a Credit Pending (CP). It is the course director’s obligation to set a deadline for the completion of outstanding work and to inform the student that if the deadline is not met. At the course director's discretion, the CP can be changed to an F if the deadline is not met.
Course directors determine whether a student meets the requirements in the course. The grading policy will be made known to the students at the beginning of the course and be applied fairly and without subsequent changes. Grading policies for each course can be found on CourseWorks, as shared by the course director at the beginning of the semester. One course evaluations are received, final grades are released on Student Services Online (SSOL).
While grades are reported as P/F on student transcripts, exam scores are utilized for the following purposes:
• To monitor academic performance and provide academic upport as needed
• For communicating academic performance to post-doctoral residency programs
• For determining graduation awards and admittance to national dental honor society
II. Policy on posting grades and evaluations
Final course grades are posted after course evaluations have been completed by students. The evaluations are anonymous in content and are accessed on-line in the OASIS environment. At the end of each course all registered students receive an e-mail message alerting them that the evaluation is now “live”.
Course evaluations are performed by both faculty and students. The results are analyzed by the Center for Educational Research and Evaluation (CERE), which prepares reports that are reviewed at several levels: the College’s Committee on Instruction, the Dean for Academic Affairs, the appropriate Division Director, and the Course Director. Weaknesses are identified and action is taken to address them.
It is essential for proper quality assurance that all students participate in the evaluation of all courses for which they are registered. Students provide important insights in the delivery of the course content, the learning environment, etc.
The evaluations must be completed in the designated time frame (usually two weeks). Once evaluations are received, final grades are released on Student Services Online (SSOL).
III. Academic Progress Committees
The first and second year Academic Progress Committee monitors the academic progress of students during the biomedical, behavioral, and clinical science curriculum of the first and second year. The committee is empowered by the faculty to determine 1) the promotion of students to years two and three 2) the types and form of remediation required for students to progress to year two and three and 3) the dismissal of students who have failed to meet academic standards in the first or second years. Students have the right to appeal the decisions of the academic progress committee. The committee shall select awards given to students in the first and second year except when gifted awards have specific selection committee requirements. The committee shall meet a minimum of twice a semester. The Associate Dean for Predoctoral Academic Affairs shall serve as the ex-officio chair of the committee. The Dean shall appoint a co-chair who has voting privileges. The Associate Dean for Students Affairs and the Advanced Standing Program Director serves as ex-officios members. The Dean shall also appoint directors of courses given during the first two years of the College of Physicians and Surgeons and of the College of Dental Medicine to serve on the committee. The members of the curriculum management team will serve as the administrators of the committee.
The third and fourth year Academic Progress Committee monitors the academic progress of students in the clinical , and didactic courses taken during the third and fourth years The committee is empowered by the faculty to determine promotion of students to year four and if necessary, the types and form of remediation required for students in years three and four. The committee makes recommendations to the Faculty as to student readiness for graduation and receipt of a Doctor of Dental Surgery degree. Degrees may be conferred in May, June or October . The committee shall select awards given to students in the 3rd and 4th year except when gifted award have specific selection committee requirements. The committee shall meet a minimum of once a month. The Associate Dean for Predoctoral Academic Affairs shall serve as the ex-officio chair of the committee. The Dean shall appoint a co-chair who has voting privileges. The Associate Dean for Student Affairs and theAdvanced Standing Program Director serve as ex-officios members. The Dean shall appoint members from the Faculty of the College of Dental Medicine’s course directors of courses taught in the third and fourth year to serve on the committee. Group Practice Leaders of the student clinical groups will serve on the committee. The members of the curriculum management team will serve as the administrators of the committee.
IV. Academic Progress
Student academic progress is monitored by the two Academic Progress Committees (first and second year, third and fourth year). Course grades and course director feedback on student professionalism is submitted to the approprite Academic Progress Committee for review. If it is determined during a course that a student's performance is unsatisfactory, that the student is in danger of failing a course, or that the student has failed an exam, the Academic Dean and/or Academic Progress Committee shares the information with the Associate Dean for Student Affairs or designee. Student Affairs personel will meet with the student to identify the reason for academic difficulty and provide the student with appropriate resources. Resources include tutoring services through Columbia University’s Student Success Network or counseling on study strategies with one of the medical center’s learning specialists.
Students with any didactic course failures and/or those who have not completed clinic course requirements by the set deadline are placed on “monitored academic status.” Monitored acadeic status is an internal CDM designation used for student monitoring. While students are on monitored academic status, they may not serve in any leadership or club positions (including travel to conferences as CDM representatives). Monitored academic status is removed if there are no academic difficulties in the subsequent semester. The Academic Dean will inform students when they are removed from monitored status, after a vote by their respective Academic Progress Committee. This designation is not recorded in the permanent record.
Students with more than one didactic course failure per semester or those who have more than one clinic course with incomplete requirements by the set deadline are at risk of repeating the year or of being dismissed from the College. In such a situation, the student will meet with the Dean of Student Affairs or a designee to provide information about circumstances related to poor performance. This information is relayed to the progress committee prior to their determination.
Students who have been on monitored status more than two times will be brought in front of the progress committee and are at risk of repeating an academic year or dismissal from the College.
Students experiencing academic difficulty should, at their earliest opportunity, speak first with the Course Director regarding their performance and, secondly, Dean of Students regarding tutorial support, personal counseling opportunities, or related matters.
Students with satisfactory academic records and ethical and professional behavior are approved for academic advancement by the faculty at the spring faculty meeting. Examples of professional behaviors that may impact progression include:
· Repeated failure to complete CDM course and curricular evaluations
· Repeated unexcused absences
· Repeated failure to submit required course assignments or to submit in a timely manner
· Repeated lockouts from EPIC due to non-closure of clinic encounter
· Repeated failure to perform self-assessment after clinic encounters
V. Academic Promotion
A student with a satisfactory academic record, ethical and professional behavior in all areas will be recommended for advancement by the Faculty.
VI. Remediation Policies
The academic progress committees, which have an overview of a student’s total performance, decide whether a student can remediate a course failure. This decision is made in consultation with the relevant course director(s). If a student is permitted to remediate a course failure, remediation may occur by:
• Re-testing after a reasonable period of guided or independent study or
• Successful completion of an acceptable extramural equivalent course at an institution approved by the course director a passing grade is required in the latter instance.
Successful completion of a remedial program is determined by the course director and the committee.
Failure of a retest may result in the student repeating the course, the academic year, or dismissal. Students required to remediate a course failure may have a modified academic or clinical schedule, which can lead to a delayed graduation and additional tuition and fees. The associate dean for academic affairs determines the final course schedule for the remediating student(s). Students may remediate an academic year only once.
Remediation Timelines
• D1 fall course failures must be remediated by January 30
• D1 spring course failures are remediated in the summer before the start of the D2 academic year
• D2 fall course failures must be remediated by January 30
• D2 spring course failures must be remediated by July 31 and prior to entry into the clinic. No student is allowed to begin patient care if they have credit pending “CP” in a D2 course
• D3 fall didactic course failures must be remediated by January 30
• D3 spring didactic course failures must be remediated before advancement to the fourth-year curriculum
• The requirements for all D3 clinical courses must be met by June 30. Students who have not completed course requirements by June 30 will receive a “CP” grade. Students have until July 31 to complete outstanding course requirements before the CP converts to a grade of “F”.
• D4 fall didactic course failures must be remediated by January 30
• D4 spring didactic course failures must be remediated in order to receive graduation clearance
VII. Right to Review Academic Progress Committee Decisions
Students have the right to request a review of a decision made by the . There are three grounds for appeal: procedural error, new information, and inappropriate sanction. The request must be made in writing within seven days of the time a student is notified of the decision, and it must clearly state the grounds for review. Such requests should be sent to the senior associate dean for predoctoral academic and student affairs. Appeals hearings are held by the CDM Committee on Academic Review and Appeals. A faculty advocate may be chosen by students to accompany them to hearings; if not, one is appointed by the senior associate dean for academic and student affairs in consultation with the student. If the committee reaffirms the original decision, a student may appeal the decision, within seven days of notification, to the dean of the College.
The dean may serve alone or appoint an ad hoc committee to review the academic progress committee's decision. The charge of the ad hoc committee is to review and determine the adequacy of due process, taking care to ensure that any evidence regarding mitigating circumstances has been considered and the correct protocol observed. If in place, the committee, upon completion of its investigation, will render its decision promptly in writing to the dean of the College.
On such an appeal, the dean relies solely on the written record and does not conduct a new factual investigation. Moreover, the dean focuses on whether, in his view, the decision made is reasonable given the case’s circumstances.
VIII. DDS Degree Requirements
In addition to successfully completing all course requirements in each phase of the curriculum, students are required to pass NBDE Part 1 and take NBDE Part 2 to be eligible for graduation from the College of Dental Medicine.
At the close of the senior year, the Academic Progress Committee recommends to the Faculty for award of the degree, those students who have successfully completed the entire curriculum. The committee must be assured that students have acquired the knowledge, skills, and attitudes essential for the safe assumption of responsibility for patient care.
IX. MS Degree and Certificate of Training Requirements
In addition to successfully passing all course and clinical requirements, attending assigned rotations, and completing any required thesis, students are required to pass prescribed written, oral, and practical examinations at the end of residence.
Policy reviewed and renewed: August 2024