The ETSU Quillen College of Medicine (Quillen COM) is known both as an excellent medical school and as the primary source of physicians serving underserved areas in Tennessee and throughout the region. This emphasis on primary care and service to all has given Quillen a reputation as a tough and determined institution, and its students tend to fit that same mold. These students compete fiercely, but they have a reasonable expectation to compete fairly. 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. When students receive an unfair or arbitrary grade, it puts them at a serious disadvantage for future opportunities.
If you have received a grade that does not reflect your performance or abilities at Quillen COM, you may need to file a grade appeal to rectify the situation. Deciding whether to file a grade appeal is difficult, but the experienced attorneys on the LLF National Law Firm Education Law Team can help. The LLF National Law Firm Team is familiar with the grading system and appeal procedures at Quillen COM, and can advise you on 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 have received a lower grade than expected in a course or clerkship, you are understandably upset and angry. But you have options for how to proceed and fix the situation. In the past, students accepted unfair grading decisions at medical schools as a cost of attending. This attitude has changed in recent years, and medical students now demand more accountability and transparency in grading decisions. At a school like Quillen COM, where students have both official and unofficial transcripts (used for ranking), it is vitally important to know and understand the grades on both.
Grading System at Quillen COM
Quillen COM essentially uses a pass-fail grading system as follows:
- Honors (HONORS]
A grade of “honors” is awarded when a student performs in a “superior fashion” and masters objectives during clerkships.
- Pass (P)
A “pass” grade indicates that the student mastered the material covered in the course or clerkship satisfactorily.
- Fail (F)
A grade of “fail” indicates that a student did not meet the course or clerkship’s minimum performance standards, according to the course director. A student awarded a failing grade must repeat the course or clerkship, and receipt of multiple failing grades may result in removal from the College of Medicine. If not appealed, a failing grade will remain on the transcript, and the remediated grade will be added when the student later passes the course or clerkship.
- Incomplete (I)
A grade of “incomplete” indicates that the student did not complete the course because of illness or other excused reasons. The course or clerkship director will recommend to the Student Promotions Committee how the student should complete the course or clerkship. When the student completes this plan, they will receive either a pass or a fail. If the student is unable to complete the plan, the grade will be changed to a failing grade.
This grading scheme suggests that numeric grades on exams and assignments are unimportant, but nothing could be further from the truth. Quillen COM maintains a class ranking for each enrolled student. This rank is entirely based on numeric course and clerkship grades. Grades are given as a percentage of a perfect score of 100. The rank is determined at the end of the pre-clerkship phase and again at the end of required core clerkships. This rank is reported on the Medical Student Performance Evaluation (MSPE).
Grade Appeal Process at Quillen COM
Quillen COM allows students to appeal assigned grades if they are “malicious, capricious, erroneous, or arbitrary” or the result of discrimination. While the grade appeal process follows a series of deadlines, the policy does provide that appeals may be heard up to “one year following the date the grade was assigned.” The grade appeal process includes the following steps:
Step One – Appeal to the Faculty Member
The first step in the grade appeal process involves the student discussing the grade with the faculty member or instructor who assigned the grade. This informal discussion should take place within three weeks of the beginning of the next term (excluding the summer term). If Quillen COM no longer employs the faculty member, the student should skip this step and go directly to the Department Chair.
Step Two – Appeal to the Department Chair
If the faculty member is not receptive to changing the grade, the student may appeal in writing to the chair of the department in which the course was taught. This appeal should be made by the end of the fourth week of the term. In this written appeal, the student should provide all information regarding the grade and the grade decision. The chair will then review the issue with the faculty member. Following this meeting, the chair will decide whether to recommend that the faculty member change the grade. The chair will notify the student, typically within 10 days of the appeal. If the chair recommends changing the grade, the matter is complete. If not, the chair will notify the student of appeal rights and will notify the Dean.
Step Three – Appeal to the Dean of the College of Medicine
The student may appeal the department chair’s decision to the Dean of the College of Medicine. The student should submit a written appeal prepared in consultation with the Executive Associate Dean for Academic and Faculty Affairs. The Dean of COM may discuss the case with the student, the faculty member, the chair of the department in which the course was taught, and the Executive Associate Dean. The Dean of the COM will attempt to recommend a change acceptable to the student and all parties. If this is not possible, the Dean will forward the appeal to the Student Promotions Committee.
Step Four – Hearing before the Student Promotions Committee
The Student Promotions Committee will act as the hearing body for the grade appeal. The student will present evidence, typically in person, before the Committee. The Committee will take evidence and will submit a written report to the Dean.
Step Five – Decision of the Dean of COM
The Dean will review the Student Promotions Committee’s report and recommend a solution to the grade appeal. If the student does not appeal, this decision is final. The student may appeal to the Vice President for Health Affairs.
Step Six – Appeal to the Vice President for Health Affairs
Either the student or the faculty member may appeal to the Vice President for Health Affairs. This appeal is made in writing and typically involves a complaint of the lack of appropriate due process accorded to the student. This appeal to the Vice President must be filed within two weeks of the Dean’s decision.
As stated earlier, the deadlines in this process are not absolute; the parties must “make every attempt to adhere to the approximate schedule” set out in this policy. While no appeal will be heard more than a year after the assigned grade, a student who has missed a deadline in this policy must consult the attorneys at the LLF National Law Firm before assuming their appeal is time-barred.
What are Typical Grounds of Grade Appeals?
Quillen COM required that grades be arbitrary or capricious to be subject to modification on appeal. The unfortunate truth is that, in many instances, grading errors involve simple, careless mistakes. While the basis for a grade appeal varies from case to case, they often involve the following grounds:
- Math Errors or Errors in Calculating Grade
- Record Keeping Errors
- Discrimination or Personal Dislike
- Belated Allegations of Dishonesty or Cheating
- Failure to Follow Syllabus or Grading Rubric
Whatever the reason for the grade appeal, a smart student will approach challenging a grade with caution and great care. Faculty members typically resent having their judgment questioned, and resent it even more if the appeal highlights a grading error on their part. This faculty member may retaliate against the student in subtle ways. A student should carefully consider before deciding to pursue a grade appeal.
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:
- Prepare written statements of appeal.
- Decide on the theory or basis of the appeal.
- Negotiate for a grade change through informal discussions.
- Prepare for the hearing or interview.
The LLF National Law Firm Education Law Team has established relationships with many medical schools across the country, which can help secure a negotiated 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.