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Policy No: 2140
Responsible Office: Medical Education
Last Review Date: 03/26/2026
Next Required Review: 03/26/2031
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Policy No: 2140
Responsible Office: Medical Education
Last Review Date: 03/26/2026
Next Required Review: 03/26/2031
Timely Student Access to Course/Clerkship Final Grades
1. Purpose
Students at USA Whiddon COM should have access to final grades for all courses within a reasonable time-frame. The policy describes the process by which this is ensured.
2. Applicability
All courses/clerkships and course/clerkship directors in the Whiddon COM.
3. Definitions
Grade - A measure of overall performance in a completed course or clerkship that will appear in an official student transcript.
Time to grade - The number of days following the last day of a course until the date of grade release to students. The last day of a course is defined as the date of the last scheduled day of student participation.
4. Policy Guidelines
4.1 Timeframe
4.1.1 All grades must be made accessible to students within six weeks of the last day of the course or clerkship.
4.1.2 It is highly recommended that grades for courses and clerkships are reported to students within five weeks of the last day of the course or clerkship. A one-week margin of safety is recommended to have time to address and fix any issues that may arise during the submission process.
5. Procedures
For the procedure on grade submission, refer to the appropriate course directors’ handbook.
6. Enforcement
Division of Medical Education; Office of Student Affairs
7. Related Documents
N/A