Medical Student Affairs

UVa SOM logo


Evaluation/Grading Policy -- Clerkships


Evaluation of Students: The performance of students on clerkships is evaluated by the OASIS evaluation instrument, which includes narrative comments from faculty and residents, and grades.


Summary of Evaluation Instrument: A copy of the evaluation summary must be completed for each student and given to the Office for Student Affairs for inclusion in the permanent student academic record as well as being kept in OASIS. Clerkship directors are responsible for keeping supporting documentation until a student graduates.


Performance Feedback: Clerkship Directors are responsible for releasing feedback, i.e., evaluations and/or grades to students. The method for releasing information is at the discretion of the clerkship director. Feedback, both formative and summative, is a valuable part of the educational process and must be provided in a timely manner.



Grading Options: A+ => F and incomplete; P/F (Peri-Operative Medicine). An "incomplete" may be assigned only for an excused absence for health, personal or family reasons with approval of the College Dean/Office for Student Affairs.


Grade Determination: The weighting of individual components (e.g., clinical evaluations, written and oral examinations, etc.) used to determine the final grade is determined by the relevant clerkship using guidelines provided by the Curriculum Committee. Each clerkship should determine a minimum standard for each component. These standards should reflect adequate knowledge, clinical skills and professionalism on the part of the student. However, a student cannot pass (C- or better) a clerkship having failed (D or F) a single component (e.g., NBME subject exam). The most recent Hofstee recommended passing score should be used for determining passage of the NBME subject exam (effective with the class of 2015). The distribution of grades is left to the clerkship and should accurately reflect student relative performance.


Recording of Grades: Grades must be reported to students and the Office for Student Affairs within 5 weeks of the close of a Period. Grade sheets must be signed and dated by the clerkship director. A summary sheet must be provided for each student based on the OASIS evaluation instrument as well as a coherent narrative of the student's performance which accurately reflects and incorporates observations from residents and attendings.


Grade Changes: Grades are not negotiable. Grade changes needed because of human error can be submitted to the Office for Student Affairs for processing. Grade correction forms will be handled by the Office for Student Affairs in accordance with the guidelines set by the University of Virginia Registrar.


BACK to Clerkships Menu