Grade Appeals – University of Oklahoma College of Medicine

The University of Oklahoma College of Medicine (OU College of Medicine) plays a vital role in providing first-rate medical professionals in Oklahoma and throughout the western US.  As the ranking and reputation of the OU College of Medicine have risen, competition for available spots has intensified. This competitive atmosphere continues throughout preclinical and clinical studies, with students competing for the highest possible class ranking. When the United States Medical Licensing Examination (USMLE) moved from a numeric score to a pass/fail, medical school grades and faculty recommendations became critical to the decision-making of most residency programs. Students at the OU College of Medicine understand the importance of grades to success in residency applications and opportunities.

If you have received a false or unfair grade at the OU College of Medicine, you may have no choice but to file a grade appeal. Deciding whether to file a grade appeal and successfully navigating it is challenging, but the experienced attorneys of the LLF National Law Firm Education Law Team can help. The LLF National Law Firm Team is familiar with the grading and ranking system at the OU College of Medicine, and we can help you with your rights and best practices. The LLF National Law Firm has a proven track record of representing medical students in grade and academic appeals, and we know how to present your case carefully and effectively.  Contact us today at 888-535-3686, or fill out our online form.

Trends in Medical School Grade Appeals

If you are a medical student facing the reality of the arbitrary nature of medical school grades, you are not alone. In the US, medical students are increasingly challenging medical schools and instructors to be more accountable and transparent in grading decisions.  The ranking of students in quartiles is particularly complex and raises a number of concerns. As grading and ranking become more complicated, the incidence of grading errors rises significantly. If you have been affected by a mistake in grading or an unfair or arbitrary grade, you may need to file a grade appeal.

Grading at the OU College of Medicine

Grading at OU College of Medicine is as follows:

Preclinical – First and Second Year

First and second-year medical students are typically graded on a Satisfactory/Unsatisfactory grading system. Students who receive a failing grade in a preclinical course are allowed a single reevaluation. If a student does not pass this reevaluation, they must repeat the entire academic year. Students who pass the reevaluation will receive the lowest possible passing percentage score. If a student is placed on academic probation, they are recommended for dismissal after failing another course. Students may repeat a preclinical year only once.

While students in preclinical years do not receive letter grades, they are graded on a percentage scale and ranked in quartiles.

Clinical – Third and Fourth Year

Third- and fourth-year students are graded on a letter-grade system (i.e., A, B, C, D, F). If a student fails a core course, they are allowed a single reevaluation. Students who fail the reevaluation will receive a non-passing grade for that course. Students who successfully pass a reevaluation will receive the lowest passing grade for that course.

Students who fail to earn a passing grade will be placed on academic probation for up to one year or until remediation. Students who cannot remediate a failing grade are recommended for dismissal. If a student receives a failing grade while on probation, they are typically recommended for dismissal.

Clinical students are graded and ranked in quartiles.

The Grade Appeal Process at OU College of Medicine

The OU College of Medicine allows students to appeal individual course or assignment grades if grading has been “prejudiced or capricious.” The grade appeal process, found in the Health Sciences Faculty Handbook, includes the following steps:

Step One – Discussion with Instructor or Academic Chair

The student must first notify the instructor of the grade dispute and attempt to resolve the issue with the instructor. The student may take an appeal to the Board only after attempting to resolve the grade appeal with the instructor. This attempt at resolution must take place within a limited time. If the student is disputing a course grade, the student must notify the instructor no later than February 15 for the previous fall semester or September 15 for the spring or summer semesters. If the student is disputing an exam or evaluation, they must inform the instructor within 15 calendar days of receiving the grade notice. The failure to notify the instructor of the dispute normally prevents the student from pursuing a grade appeal, unless the failure is for “reasons beyond (their) control.”  In addition to an informal discussion with the course instructor, students are encouraged to discuss the matter with the Department Chair before filing a formal written appeal.

Step Two – Written Appeal to the Academic Appeals Board

If the student is unable to resolve the grade dispute with the course instructor, they may proceed to the Academic Appeals Board. At the OU College of Medicine, this Board consists of an equal number of students and faculty. The Dean of the College of Medicine appoints student members of the Board. The student will typically have 10 calendar days after exhausting attempts at resolution with the course instructor to file a written request for a hearing. The failure to meet this deadline is excused only in “exceptional circumstances” in which the student is prevented from filing.

Step Three – Hearing and Decision

The Board will schedule a hearing under its own rules. This hearing is typically closed to the public. The Board will issue a decision, which will be communicated to the student, the Dean of the COM, and the instructor. This decision is final unless appealed to the Executive Committee.

Step Four – Appeal to the Senior Vice President and Provost

The student may appeal the Board’s decision by filing with the Senior Vice President and Provost within 10 days.  The President and the Board of Regents reserve the right to intervene on appeals to the Vice President and Provost.

If any aspect of a student’s appeal includes allegations of academic misconduct or unprofessionalism, a different set of appeal procedures applies.

What are Typical Grounds of Grade Appeals?

The reasons or grounds for a grade appeal vary significantly from one situation to another. Before a student begins a grade appeal, they should have a clear understanding of the basis of the appeal. This basis should be spelled out clearly in the written statement provided to the Board. The following are some common reasons that a grade might not accurately reflect student performance:

• Math or Calculation Errors
  
  As frustrating as it is for students, the most common reason for grading errors is simple miscalculation. Very complex grading systems invite math errors, and they are pretty common. Often, students who are harmed by miscalculation errors have no choice but to file grade appeals to fix the error.   

• Record Keeping Errors
  
  Some instructors are bad at the “nuts and bolts” of teaching, including record-keeping of student work. These instructors may fail to record whether materials were handed in or completed accurately. They may delay grading and struggle to record grades accurately.

• Discrimination or Unfair Grading
  
  Although we would all like to believe that instructors in medical schools are above prejudice, grading decisions are sometimes based on discrimination or may be motivated by personal animus. At other times, the grading may be arbitrary, based solely on subjective criteria.

• False and Belated Cheating Allegations
  
  Sometimes an instructor maintains that they adjusted a grade downward because of suspicions of cheating or plagiarism. These belated cheating allegations may come as a shock to the student, who had no chance to defend themselves at a more appropriate time. While these allegations are frustrating for the student, the attorneys at LLF National Law Firm have encountered similar situations before and can effectively defend against accusations of academic dishonesty.  

• Failure to Follow Syllabus or Grading Rubric
  
  Some instructors opt for last-minute and unpredictable changes to the course and grading plan. This often results in the student having inadequate notice or a lack of opportunity to test well. If an instructor fails to follow a course syllabus or grading rubric, it can serve as the basis for a grade appeal.  

Whatever the reason for the grade appeal, a smart student will approach challenging a grade with caution and great care.  

The Risks of a Grade Appeal

At the OU College of Medicine, medical students rely on faculty recommendations for residency applications and other opportunities. Therefore, it is essential to use great care when pursuing a grade appeal. Some instructors will strongly resist a challenge to their judgment and grading skills and may later retaliate or provide negative input during the faculty recommendation process. For this reason, a grading error should be addressed as early in the process as possible before the situation becomes too combative.

Protecting Your Rights

If you are facing a medical student appeal, it is essential to have an experienced attorney from the LLF National Law Firm on your side. The attorneys on our team can help you:

• Investigate and gather evidence.

• Present evidence effectively.

• Formulate a theory of your appeal.

• Write a complete and effective appeal statement.

• Prepare you to argue or testify at your hearing or in investigative interviews.

The LLF National Law Firm’s Education Law Team has established relationships with numerous medical schools throughout the US, which can help in an early resolution of your appeal. We have a record of success defending medical students in grade and academic appeals nationwide. Call the LLF National Law Firm at 888-535-3686 or fill out our online form, and we will contact you.